|
2.5 Basic database concepts |
  
|
|
2.5 Basic database concepts |
|
2.5.1 Record Keys:
All records have Key's. A key is a field, a piece of information, that uniquely identifies a record. For example:
Company Code identifies a Business Contact.
Job Number identifies a Job.
Employee Code identifies an Employee.
No two records can have the same information in a field that is used as a key. For example if you put "Ford" as a company code, no other business contact can have the same code.
Keys should not be changed oncea record is created. A key may be referenced in other parts of Latitude and in other systems. This reference may be lost if a key is changed.
If the key is incorrect it is better to delete the record and create a new one with the correct key.
2.5.2 Default Values:
Many data fields have default values that are assigned to a field when a new record is created.
For example if you open the Setup Latitude screen --> click on the 'Other' tab --> and set Default State to "WA", every time you enter an address in Business Contacts, the State will be automatically set to 'WA' unless you enter a different state.
2.5.3 Deleting Records:
A record should never be deleted. In almost all cases, once a record has been entered correctly, it should not have to be deleted.
If a record is no longer be needed, should an employee leave, a client is lost, or a job is finished, there is usually a status or condition field in the record that can be set to indicate the change.
Employees can be made inactive once they leave the organisation, Jobs can have their Job Status changed to "Done" when they are finished, and Business Contacts can be made Inactive or have their relationship changed to "Ex-client" when they are no longer active.
By changing the status or condition to make a record not display the information is kept for historical purposes and available at a later date.