Static groups

A Static group is a set of records returned by a search. The group stores the IRNClosedA unique identifier automatically assigned when a record is created. of each record so that whenever the group is accessed, the same records are displayed. It is possible to add records to this type of group. Records in the group must be from the same module.

The Group module lists the records in a Static group using the Group IRNs table on the Static tab, with one IRN per row. The Summary Data for each record is displayed alongside the IRN. A count is also shown in Count: (Group IRNs), indicating how many records are in the group:

Static tab

The module name (Module: (Group Type)) and the owner of the group (Group Owner) are stored on the Group tab:

Group Tab

Static groups can also be created / updated / deleted from within the source module (Parties in the example above) using the Menu bar options:

  • Tools>Groups>Current Record
  • Tools>Groups>Selected Records
  • Tools>Groups>All Records in Results
  1. Add a New record in the Groups module:

    New group

    Note: Note that the creator of the group is identified in the Group Owner fields.

  2. Enter a descriptive name for the group in the Group Name field.

    Note: The group must have a name.

  3. Select the Static Radio button.
  4. In the Module: (Group Type) field enter the name of the source module for the records for this group.

    Note: Records in a group must come from a single module.
    Until a module is specified, the Attach Attach button beside Group IRNs on the Static tab is inactive: it is not possible to add records to a group until the source module has been specified in the Module: (Group Type) field.

  5. On the Static tab, click the Attach Attach button beside Group IRNs.

    The source module specified in Module: (Group Type) displays in Search mode.

  6. Search the source module for the record(s) to be included in the group:
    1. Select one or more of the records.
    2. Click the Attach Current Record Attach Current Record button or the Attach Selected Records Attach Selected Records button in the Tool bar.

      The IRNs of the records are added to the Group IRNs box and the number of records in the group is identified in the Count: (Group IRNs) field:

      New Group

  7. Save the record.

    Note: The new group can now also be retrieved from the Restore Group box in the source module by selecting Tools>Group>Retrieve Group from the Menu bar in the source module (Parties in the example above).

New Group

To add records to the Static group:

  1. On the Static tab, select the row with an Asterisk Asterisk in the Group IRNs list.

    Note: Be sure to select the row with an Asterisk Asterisk else you will replace one or more records in the group.

  2. Click the Attach Attach button beside Group IRNs.

    The source module specified in Module: (Group Information) displays in Search mode (Parties in this example).

    Note: Rather than using the Attach Attach button you could instead open the source module, search for records and use the Drag and Drop method to add records to the Group IRNs list in the Groups module.

  3. Search the source module for the records to be added to the group:
    1. Select one or more of the records.
    2. Click the Attach Current Record Attach Current Record button or the Attach Selected Records Attach Selected Records button in the Tool bar.

    The IRNs of the records are added to the Group IRNs box and the number of records in the group is updated in the Count: (Group IRNs) field:

    New Group

  4. Save the record.

Note: The first row in the Group IRNs list is the current record by default.

Replace

To replace the current record (either top of the Group IRNs list as above or the row with a faint border around it) with another record:

  1. Click the Attach Attach button beside Group IRNs.

    The source module specified in Module: (Group Type) displays in Search mode.

  2. Search the source module for the record to be included in the group:
  3. Select the replacement record.
  4. Click the Attach Current Record Attach Current Record button in the source module Tool bar.

    The current record in the Group IRNs list is replaced:

    Replace

To replace records with more than one record:

Note: Every row in the Group IRNs list will be replaced from the current or selected record onwards. Therefore if no record is selected, all records in the list will be replaced as, by default, the first record in the Group IRNs list is the current record. If you select the third record in the list, for example, every record from the third onwards will be replaced.

  1. To replace all records in the Group IRNs list, click the Attach Attach button beside Group IRNs

    -OR-

    To replace all records from the selected record onwards, select the relevant record:

    Replace

  2. Click the Attach Attach button beside Group IRNs.

    The source module specified in Module: (Group Type) displays in Search mode.

  3. Search the source module for the record to be included in the group.
  4. Select the replacement records.
  5. Click the Attach Selected Records Attach Selected Records button in the Tool bar.

    The IRNs of the replacement records are added to the Group IRNs box, replacing all records (if no record was selected) or the selected record onwards:

    Replace

    In this example two records were selected in the source module, replacing every record from row 4 onwards.

  6. Save the record.

To delete a record, or series of records, from the Group IRNs list:

  1. Select one or more rows in the Group IRNs list.

    Use CTRL+Click to select non-consecutive rows

    -OR-

    Use SHIFT+Click to select consecutive rows.

  2. Right-click the Group IRNs list.
  3. Select Delete from the context menu that displays:

    Delete

    The records are removed from the group:

    Delete

  4. Save the record.