Creating Record Formats

Create record formats to add data to drawing objects, which can then be used in reports to provide information about the project. For example, for a hotel project, you might create a format that includes the model number, price, and location of different items of furniture. After you attach the appropriate data to the furniture objects, you could create a report that shows the number of sofas you need on each floor of the hotel.

To create a new record format:

1. From the Resource Manager, click New Resource, select Record Format, and then click Create. Alternatively, from the Resource Manager, select Record Formats from the list of resource types on the tool bar, and click New Record Format.

The Create Record Format dialog box opens.

►    Click to show/hide the parameters.

Parameter	Description
Name	Displays the name of the current record format
Field list	Lists the fields of the current record format
New	Creates a new field
Edit	Edits the selected field
Remove	Deletes the selected field
Database Connection information (Design Series and database connection required)	If you created a database connection for this file, database information displays at the bottom of the dialog box. These controls enable database connectivity and specify the database and table to which the record format is linked; see Record Format Database Connection for details.

2. Enter the Name of the record format.

3. Click New.

The Edit Field dialog box opens.

►    Click to show/hide the parameters.

Parameter	Description
Name	Enter a name for the field, up to 63 characters
Type	Select the type of field to display for the record in the Data tab of the Object Info palette. ●    Integer: Field for entry of whole numbers (uses less memory than a Number field) ●    Boolean: A check box ●    Number: Field for entry of general numbers, or numbers of a specific format, such as fractions, dimensions, or dates; click Define to specify a format ●    Text: Field for entry of a string of characters, such as a word or sentence ●    Pop-up: List of options to select from; click Define to enter the options
Define	If the data Type is Pop-up, opens the Edit Choices dialog box. Enter the options to display, pressing Enter (Windows) or Return (Mac) to separate each item. If the data Type is Number, opens the Number Format dialog box; select a format. ●    General: The default general number format ●    Decimal: Enter a value for the number of decimal places, and specify whether to use commas as separators ●    Scientific: Enter a value for the number of decimal places ●    Fractional: Enter the rounding value for fractions ●    Percentage: Enter a value for the number of decimal places. Entries are multiplied by 100 and display with a percent symbol. ●    Dimension: Displays the current unit mark after the number (as in " for inches) ●    Dimension Area: Displays the current area units after the number (as in “sq ft” for square feet) ●    Dimension Volume: Displays the current volume units after the number (as in “cu ft” for cubic feet) ●    Angle: Select an accuracy setting (degrees, minutes, or seconds, or decimal numbers up to eight decimal places) ●    Date: Select a date format
Default	Specify a default value. You must enter a default value for Integer and Number type fields.
Database Connection information (Design Series and database connection required)	If you created a database connection for this file, database information displays at the bottom of the dialog box. These controls specify the database column to which the field is linked, as well as the link type; see Record Format Database Connection for details.

4. Set the parameters and click OK to return to the Create Record Format dialog box.

5. Repeat steps 3 and 4 to enter as many additional fields as needed.

6. Click OK to return to the drawing area.

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Attaching Record Formats to Symbols and Objects

Editing Object Data

Creating Reports

Database Connectivity

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