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Adding Additional Fields to the Grid View

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Before you build express search indexes on your database, you will want to determine which fields you would like included. Once you have made this decision, you should verify that they will be included. To do this, run a search of the desired type (CollectionObject, CollectingEvent, etc.) and look at the Grid view. The fields included in the grid view will be the fields available for the express search build. If there is a field that is not present that you would like to add you should follow one of these procedures to add it, either by adding it to the formatting of the subform it is contained in, or by adding it as an additional field.

To add a field to the formatting of a subform follow this procedure:

  1. Open up the form customizer for the form that you would like to edit.
  2. Click the subform that you want to change the formatting for and select Edit->Field Properties…
    Formatting 1
  3. The display properties dialog will appear, click "Format". If "Format" is in bold text, then you already have formatting for this field and will be editing your own formatting. If "Format" is not bold, then the formatting of the field has not been changed from the default and you will need to make sure you include all of the fields that you want in the formatting.
    Formatting 2
  4. In this example, the formatting is blank because we are editing the default.
    Formatting 3
  5. I will change the formatting to be: "FullTaxonName + Determined By: + Determiner".
    Formatting 4
  6. Click OK and then OK again on the next dialog. Then save the form.
  7. Finally, run a search to verify that the formatting is what you want.
    Formatting 5



Another way to add additional fields to your express search build is to add a separate column for them. Please note that this is not always possible. Subforms with a many-to-one relationship to the main form will not have this option available. If you try to edit the formatting of these fields you will notice that the bottom box is replaced with "Aggregate Formatting" instead.
  1. Open up the form customizer for the form that you would like to edit.
  2. Click the subform that you want to change the formatting for and select Edit->Field Properties…
    Formatting 6
  3. When the Field Properties dialog appears, click "Format".
  4. We will add accession number and Family Taxon name to our grid. First makes sure that there is something in the formatting of the field (the top right box) and then click the "Add" button just above the box at the bottom right. Then select the field that you would like added as an additional column from the left-hand pane.
    Formatting 7
  5. When you are done adding additional columns, click OK and then OK again at the Field Properties dialog. Finally, save your form and check the grid view to make sure the fields are present.
  6. To check your fields, run a search. For our example I added FamilyTaxonName and Accession # to the CollectionObject form.
  7. Once the grid view is opened, the fields will be listed as the example shows below.
    Formatting 8

Created by cj
Last modified 2006-05-24 12:00 PM
 

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