Defining Records and Schedules

Use the VA Records and Schedules command to create and modify a set of record format and schedule definitions that can be used in any file.

After defining record formats and schedules, make them available in the current file using the VA Create Record and VA Create Schedule commands.

Editing Record Definitions

To edit a record definition:

1.	Select Tools > Reports > VA Records and Schedules.

The Records and Schedules dialog box opens.

 

Parameter	Description
Records	Lists currently defined record formats
Add	Adds a new record to the current preference set
Remove	Deletes the selected record
Edit	Opens the selected record for editing
Schedules	Lists currently defined schedule formats
Add	Adds a new schedule to the current preference set
Remove	Deletes the selected schedule
Edit	Opens the selected schedule for editing

2.	Select the record to edit.

3.	Click Edit in the Records section of the Records and Schedules dialog box.

The Record Formats dialog box opens.

 

Parameter	Description
Record Fields	Lists the current fields of the selected record
Add	Creates a new record field
Remove	Deletes the selected record field (cannot be undone)
Edit	Opens the selected record field for editing

4.	Click Add to add a new record field or click Edit to edit the selected field.

The Edit Field dialog box opens. Add or edit the field information.

 

Parameter	Description
Name	Specifies the name of the selected record field
Default	Enter a default value for the field, if desired
Type	Specifies the type of field: Integer, Boolean, Number, or Text

5.	Click OK to close the Edit Field dialog box.

6.	In the Record Formats dialog box, continue to modify, add, or remove record items.

7.	Click OK to close the Record Formats dialog box, and then click Done to close the Records and Schedules dialog box.

Once a record definition has been updated, instances of the new record format cannot co-exist in the same file with instances of the old record format. If an object is inserted into a drawing with a record format that differs from the current record of the same name, a dialog box opens requesting which format to retain. Records in the un-retained format will be purged, and their information will be lost. For this reason, it is recommended that any changes be made to record formats prior to beginning a project.

Adding Record Definitions

To add a record definition:

1.	Select Tools > Reports > VA Records and Schedules.

The Records and Schedules dialog box opens.

2.	Click Add in the Records section of the Records and Schedules dialog box.

The Enter String dialog box opens. Enter the name of the new record.

3.

Click OK.

The Record Formats dialog box opens, listing the default fields of the new record; only the Add button is enabled.

4.	Click Add to add a new field to the current record definition. Enter a Name and Default value for the field. Select the field Type from the list.

5.	Click OK to close the Edit Field dialog box.

The new field displays on the Record Formats dialog box. If more fields are needed, repeat steps 4 and 5.

6.

Click OK.

The new record and its fields are added to the record definition list.

7.	Click Done to close the Records and Schedules dialog box.

Removing Record Definitions

To remove a record definition:

1.	Select Tools > Reports > VA Records and Schedules.

The Records and Schedules dialog box opens.

2.	Select the record to remove.

3.	Click Remove in the Records section of the Records and Schedules dialog box. This operation cannot be undone; click Yes to confirm that the record should be removed.

The record definition is removed from the record list.

4.	Click Done to close the Records and Schedules dialog box.

Editing Schedule Definitions

The Schedule definitions detail the column heading text, width, and border attributes for each record field being reported.

To edit a schedule definition:

1.	Select Tools > Reports > VA Records and Schedules.

The Records and Schedules dialog box opens.

2.	Select the schedule to edit.

3.	Click Edit in the Schedules section of the Records and Schedules dialog box.

The Edit Schedule Format dialog box opens. Specify the schedule appearance by selecting the column order and formatting.

Parameter	Description
Schedule Information	Select the record to format, defining the data to be reported in the schedule
Available Record Fields	Select the record field(s) to include in the schedule
Schedule Columns	Displays the fields that will be included in the schedule
Add >	Moves the selected available record field into the Schedule Columns list
< Remove	Deletes a selected field from the Schedule Columns list
Move Up	Moves the selected field up in the Schedule Columns list order
Move Dn	Moves the selected field down in the Schedule Columns list order
Heading	Enter a title for the selected Schedule Column item, if desired. The title displays in row 2 of the column corresponding to the field.
Sub-Heading 1	Enter a sub-heading for the selected Schedule Column item if desired. The title displays in row 3 of the column corresponding to the field.
Sub-Heading 2	Enter a sub-heading for the selected Schedule Column item, if desired. The title displays in row 4 of the column corresponding to the field.
Width (chars)	Specifies the width, in characters, for the selected Schedule Column item
Borders	Specifies the column border display for the selected Schedule Column
Options	Opens the Schedule Format Options dialog box

4.	Click Options to edit the schedule font style and size.

The Schedule Format Options dialog box opens. Click the appropriate Change button to open the Format Text dialog box and modify the font type and size for the heading, sub-headings, and body of schedule items.

 

Parameter	Description
Heading	Specifies the font type and size for the schedule headings; click Change to edit the font format
Sub-Heading 1 and 2	Select to create sub-headings in the first or second column; click Change to edit the font format
Body	Specifies the font type and size for the schedule item body text; click Change to edit the font format

5.	Click OK to close the Schedule Format Options dialog box, and then click OK to close the Edit Schedule Format dialog box.

6.	Click Done to close the Records and Schedules dialog box.

Adding Schedule Definitions

To add a schedule definition:

1.	Select Tools > Reports > VA Records and Schedules.

The Records and Schedules dialog box opens.

2.	Click Add in the Schedules section of the Records and Schedules dialog box.

The Enter String dialog box opens.

3.	Enter the name for the new schedule.

4.

Click OK.

The Edit Schedule Format dialog box opens. For details on the Edit Schedule Format dialog box parameters, see Editing Schedule Definitions.

5.	Select the record that defines the data to be reported in the new schedule, and then add the desired fields to use for the schedule.

6.	Select a schedule column, and then enter the column formatting information. If desired, click Options and set the font formatting for the column, and then click OK.

7.	Click OK to save the new schedule.

The new schedule definition is added.

8.	Click Done to close the Records and Schedules dialog box.

Removing Schedule Definitions

To remove a schedule definition:

1.	Select Tools > Reports > VA Records and Schedules.

The Records and Schedules dialog box opens.

2.	Select the schedule definition to remove.

3.	Click Remove in the Schedules section of the Records and Schedules dialog box. This operation cannot be undone; click Yes to confirm that the schedule should be removed.

The schedule definition is removed from the schedule list.

4.	Click Done to close the Records and Schedules dialog box.