Auto-Enter options

Follow steps 13 in To set field entry options on page 98 to reach the Auto-Enter options (Figure 9.9). Here's how each functions:

• Creation: Use the first checkbox and its related drop-down menu (Date, Time, Timestamp, Name, Account Name) to have the date or time when a record is created or modified entered automatically (Figure 9.10). It can also automatically enter the name of the person who originally created the record or the name of the person who most recently changed the record. Your choice here must conform with the type of field you've created: If you've already defined the field type as Date, the Creator Name and Modifier Name choices won't be available.

  Figure 9.9. The Auto-Enter panel's eight checkboxes control the automatic entry of values into selected fields.

  

  Figure 9.10. The Auto-Enter drop-down menu triggers the entry of dates, times, or names related to when a field is created or modified.

  

• Modification: Use this option and its related drop-down menu as you would the Creation options above.

• Serial number: Use this option and its related radio buttons and text window to generate a unique number for every record in a database. It's particularly useful for invoices and other records that need one-of-a-kind identifiers. Once you've checked the Serial number box, you can then use the next value box to set the starting number for the next record. Starting numbers can include text at the front, such as A100 or Bin10. Use the increment by box to control whether the serial numbers increase in steps of 1, 2, 5, 10, or whatever.

• Value from last visited record: This checkbox can save you a bit of keyboarding if you're creating a series of records where some of the fields need to contain the same value.

• Data: Use this checkbox and the related text window to have a bit of text or a number automatically appear in a particular field.

• Calculated value: Use this checkbox and the Specify button to automatically enter the results of any formula you choose. See Using Calculation and Summary Fields on page 119.

• Looked-up value: Use this checkbox and the Specify button to enter a value from another database. See Creating Relational Databases on page 125.

• Prohibit modification of value during data entry: This checkbox only becomes active if you've checked one of the previous boxes. Use it to ensure that a field's data isn't improperly changed. See the Strict, Display custom message choices under Validation options.