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Tip of the Week: Formatted Searches

Formatted Searches SAP Business One

Formatted Searches SAP Business One: Do you have a situation where you need to automatically populate any field in the system (including user defined fields)?  Using formatted searches allows you to automatically populate fields with a predefined list or with user-defined queries.

Formatted Searches function enables users to enter values, originated by a predefined search process, for any field in the system (including user-defined fields).

  • Examples of using this function include:
    • The automatic entering of values into fields using various objects in the system
    • Entering values into fields using a predefined list
    • The automatic entering of values into fields via user-defined queries

Procedure

The first Formatted Search we are going to show is using a predefined list.

  1. Open any document.
  2. Select a field in the document where you want to add the formatted search.
  3. Click on Tools\Customization Tools\User-Defined Values – Setup.  The alternative is to select Alt Shift F2 at the same time on the field.
  4.  Select Search in Existing User-defined Values.
  5. Click the button with the three dots to the right of the selection.
  6. Type the Field Values.  Hit Enter for the next row.
  7. Click OK.
  8. Click Update.
  9. To test the formatted search, click the magnifying glass in the field.  The list you just created will appear.

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The second type of Formatted Search is based on a user-defined query.

  1. Create a query using the Query Generator located under Tools\Queries\Query Generator.
  2. Save the Query.
  3. Open any Document.
  4. Select a field in the document where you want to add the formatted search.
  5. Click on Tools\Customization Tools\User-Defined Values – Setup. An alternative is to select Alt Shift F2 at the same time on the field.
  6. Select Search in Existing User-defined Values according to Saved Query.
  7. Click Open Saved Query Button.
  8. Navigate to where you saved your query in Step 2.
  9. Select the query and hit OK.

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Note:  The following explains Auto Refresh.

Auto Refresh When Field Changes

The Auto Refresh When Field Changes checkbox toggles the execution of linked queries and the display of its results in the field to which the query is linked.

To conduct an auto-refresh, choose the field type for the refresh operation (Title or Table) and the field name. You can select the field from the dropdown menu.

Select the option When exiting the altered column to refresh when a Table type field changes. Select the desired field from the list of Table fields found in the dropdown menu (located under Auto Refresh When Field Changes). Any change in the selected field will cause the search field to be refreshed.

If you deselect the Auto Refresh When Field Changes checkbox, values can only be entered in the text field by selecting the field and choosing Shift+F2 (or selecting   Tools   User-Defined Values   from the menu bar).

When this checkbox is selected, the refresh is performed when one of the two field types changes:

  • Title field: Any field in the window located outside the window’s table.

  • Table field: Any field located in the window’s table.

If the Auto Refresh When Field Changes checkbox is selected, the dropdown menu below it becomes active. The following two radio buttons are displayed:

Refresh Regularly:

Selecting Refresh Regularly causes the search field to be refreshed each time you open or browse to the document containing the formatted search. If the field is linked to a query, this opens a multi-row Choose from Listwindow, the first value appearing on the list will be chosen during an auto-refresh.

Avoid using the Refresh Regularly option for this type of query because it might affect documents you did not intend to affect.

Auto-refresh is not be implemented in fields that cannot be updated, for example, account code in an existing journal entry and item code in an existing delivery note.

As a result of the auto-refresh (of editable fields) the document’s status changes from OK to Update. Press the update button or the Enter key to update the document (if the value in the field has changed). Therefore, ensure that the auto-refreshed query is required before selecting this option.

Display Saved User-Defined Values:

Select Display Saved User-Defined Values to display the value saved in the field during the addition/update of the document i.e. the value saved in the database. The field will be refreshed only if you replace the field linked to the query.

Click here to read to full document on How to Define and Use Formatted Search PDF icon

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