Duffbert's Random Musings

Document Number:  1084841

Problem
Changes to a form do not affect previously composed documents if the form uses Store form in document.  That is, older documents in the database do not reflect the new Form changes.  How can you update the documents to reflect changes made to the form?

Content
To update existing documents that were created with the Store Form in Document form option with a new form design, follow the steps below.   Note:  These steps are also effective for forms which contain subforms.

1.        Create an agent with the following settings:
-        When should this agent run:   Manually from the Action Menu
-        Which document(s) should it run on?:   All documents in the database
-        Formula:
SELECT $TITLE="Form Name";
FIELD $TITLE:=@DeleteField;
FIELD $INFO:=@DeleteField;
FIELD $WINDOWTITLE:=@DeleteField;
FIELD $BODY:=@DeleteField;
FIELD FORM:="Form Name";

Note:        If the form has an alias then the alias name should be specified rather than the form name.

2.        Refresh the affected documents.
Notes 5.x & 4.x does not have a menu option to execute Tools, Refresh Fields.  You must create a SmartIcon that executes the @Command for either "ToolsRefreshAllDocs" or "ToolsRefreshSelectedDocs".   (The "ToolsRefreshSelectedDocs" command is preferred when you need to update only certain documents, but you need a method to select those documents (such as a view with a selection formula).)

        Steps to create a SmartIcon that executes the "ToolsRefresh" command:

a.        From the menu, select File, Tools, SmartIcons.
b.        Select "Edit Icon."
c.        Scroll to the end of the icon list.
d.        Select an icon labeled "Macro Button."
e.        Edit the description field to read "ToolsRefreshSelectedDocs" or "ToolsRefreshAllDocs".
f.        Select Formula.
g.        Select "Add @Command."
h.        Select either "ToolsRefreshSelectedDocs" or "ToolsRefreshAllDocs."
i.        Select Paste.
j.        Select OK.
k.        Select Done.