{"id":1648,"date":"2018-11-27T10:02:49","date_gmt":"2018-11-27T16:02:49","guid":{"rendered":"https:\/\/www.teamdesk.net\/blog\/?p=1648"},"modified":"2021-09-28T04:59:13","modified_gmt":"2021-09-28T09:59:13","slug":"copy-master-record-into-separate-table-with-related-details","status":"publish","type":"post","link":"https:\/\/www.teamdesk.net\/blog\/tips-tricks\/copy-master-record-into-separate-table-with-related-details\/","title":{"rendered":"Copy Master record into a separate table and generate copies of related Details"},"content":{"rendered":"

The most typical case when you need to copy master record into a separate table and copy its related details is the Invoice record generation based on the previously created Order record.
\nFor example, you keep customer orders in the Orders table. Moreover, each Order includes Order Items related to it. So, you have the Order master record that is related to many Order Items (detail records). In the terms of online database there is the One-to-Many relation<\/a> between the Orders table and the Order Items table.
\nWhen the order is agreed, a user needs to generate the Invoice record related to this Order. Let\u2019s assume that the relation is One Order-One Invoice.
\nFurthermore, all Order Items related to the Order should be copied into the separate Invoice Items table. Moreover, these copies should be related to the newly created Invoice automatically.
\nSo, in this blog post we describe how to add a custom button<\/a> to the Order record allowing to generate a master record copy (Invoice) in a separate table with copies of related details (Invoice Items).<\/p>\n

\"Master<\/a><\/p>\n

1. The Invoice ID values can be generated in the Orders table<\/h2>\n

To simplify the adjustment we recommend to create the \u201cInvoice ID Text (auxiliary)\u201d column of the text type<\/a> in the Orders table. The task for this column is to generate the Invoice ID values automatically. Therefore there is the Default\/Calculate formula<\/a> in the column settings.<\/p>\n

\"Invoice<\/a><\/p>\n

As a result, the Invoice ID value can be generated automatically. Besides, it is based on the Order ID value. By the way, you can use any other formula<\/a> that meets your needs.<\/p>\n

2. Invoice ID lookup<\/h2>\n

Now you should make some adjustment in the Order Items table. As you remember, there is One-to-Many relation<\/a> between Order and Order Items. The first step is to add a lookup column<\/a> to the Order Items table. This lookup column should refer to the \u201cInvoice ID Text (auxiliary)\u201d column kept in the Orders table. Let\u2019s name it \u201cInvoice ID Lookup (auxiliary)\u201d.<\/p>\n

\"Invoice<\/a><\/p>\n

In the following adjustment this lookup column will help to relate newly generated details to the Invoice master record.<\/p>\n

3. Record Id formula-column<\/h2>\n

The second step is to define the Order Item record Id value assigned by the system and keep this Id in a separate column. Therefore you need to create the \u201cOrder Item Record Id (auxiliary)\u201d formula-text<\/a> column comprising this formula: RecordId()<\/p>\n

\"Record<\/a><\/p>\n

You can remove this formula-text column from the data entry form and don\u2019t display in views.<\/p>\n

4. Auxiliary Summary column in the Orders table.<\/h2>\n

According to our example One Order can be related to many Order Items. So, the next step is to list the system ID values of details records (Order Items) in the \u201cOrder\u201d master record. Hence, you should add the summary column<\/a> of the concatenate type to the relation. Let\u2019s name this summary column \u201cRelated OrderItems RecordID (auxiliary)\u201d. You may review the column settings on the screenshot below:<\/p>\n

\"Record<\/a><\/p>\n

As the result, you can see the system record ID values of the related Items in each Order record.<\/p>\n

\"Related<\/a><\/p>\n

5. Auxiliary Lookup Column in the Invoices table<\/h2>\n

In our database example each invoice should be related to one order only and vice versa. To adjust this relation, create the \u201cOrder\u201d single-reference column<\/a> in the Invoices table. Using this relation, you can add lookup columns<\/a> to the Invoices table. Currently, to generate copies of related details, you need an auxiliary lookup column in the Invoices table. This lookup should refer to the previously described \u201cRelated OrderItems RecordID (auxiliary)\u201d summary column.
\nOn this screenshot the lookup column settings are shown:<\/p>\n

\"Lookup<\/a><\/p>\n

When the lookup is adjusted, you can save the changes.<\/p>\n

6. Multi-Record custom button.<\/h2>\n

Let\u2019s return to the \u201cOrder Items\u201d table again. Now you need to adjust the \u201cCopy Details (auxiliary)\u201d multi-record custom button<\/a> with the \u201cNew Record Create\u201d action. This button will generate the copies of related details in the \u201cInvoice Items\u201d table. The button settings are displayed below:<\/p>\n

\"Copy<\/a><\/p>\n

Also, the \u201cNew Record Create\u201d action has to comprise the following assignments<\/a>:<\/p>\n

\"Assignments\"<\/a><\/p>\n

Moreover, one of the button assignments should assign \u201cInvoice ID Lookup (auxiliary)\u201d column values to the Invoice single-reference column created in the \u201cInvoice Items\u201d table. This assignment will help to related newly generated Invoice Items with Invoice master record.<\/p>\n

7. \u201cCreate Invoice\u201d button<\/h2>\n

Now you can add the \u201cCreate Invoice\u201d custom button to the Orders table. This button can be placed on the Oder form. When a user clicks on the button, an Invoice master record is generated in the Invoices table. Besides, the data kept in the initial Order record can be copied to the newly created Invoice. Therefore the \u201cCreate Invoice\u201d button<\/a> has to comprise the \u201cCreate Invoice Navigate Action\u201d of the Navigate type<\/a> with the assignments.
\nYou may review the button settings on this screenshot:<\/p>\n

\"Create<\/a><\/p>\n

Also, you can see the navigate action settings below:<\/p>\n

\"Navigate<\/a><\/p>\n

Please note, that one of the assignments should assign the \u201cInvoice ID Text (auxiliary)\u201d column values into the \u201cInvoice ID\u201d key column. As a result, these copied values will allow to relate Invoice master record to the generated Invoice Item details.
\nMoreover, you can add the assignment ([Order ID] to [Order]) that will assign \u201cOrder ID\u201d key column values to the \u201cOrder\u201d single-reference column kept in the Invoices table.<\/p>\n

8. Record Change Trigger with Navigate Action<\/h2>\n

The last step is to generate Invoice Items related details when an Invoice master record is created. Furthermore, every Invoice Item should include values of correspondent Order Item record.
\nTo automate the Invoice Items details generation, in the Invoices table you should create the Record Change Trigger<\/a> with Navigate<\/a> action. The main task of this trigger is to activate the \u201cCopy Details (auxiliary)\u201d multi-record custom button kept in the Order Items table.
\nSo, firstly, add the record change trigger to the Invoices table.<\/p>\n

\"Record<\/a><\/p>\n

9. Custom URL used in the Action<\/h2>\n

In the trigger you should adjust the navigate action of the Custom URL type, for example,  this action:<\/p>\n

\"Navigate<\/a><\/p>\n

So, you can see the following URL used in the action: <%URLRoot()%>\/multi.aspx?b=233706&p=&ids=<%=[Related OrderItems Record ID Lookup (auxiliary)]%>&ReturnUrl=<%URLRoot() & “\/preview.aspx?t=” & TableId()& “&id=” & RecordId() & “&back=” & BackURL()%>
\nYou can copy this URL, but you have to change these two elements:<\/p>\n\n\n\n\n\n
Element<\/th>\nDescription<\/th>\n<\/tr>\n
233706
\nID number of the Multi-Record button<\/td>\n		The ID number of the \u201cCopy Details (auxiliary)\u201d multi-record button created in the \u201cOrder Items\u201d table. This ID number is assigned by the system and can be copied from the button URL . Please note, that in your online database the button ID number will be different.<\/td>\n<\/tr>\n
[Related OrderItems Record ID Lookup (auxiliary)]<\/td>\nThe creation of this lookup is described in paragraph \u201c5. Auxiliary Lookup column in Invoices table\u201d of this article. Please note, that the name of the lookup created in your online database can be different.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

To find and copy the ID number of the \u201cCopy Details (auxiliary)\u201d multi-record button, you should do these steps:
\nFirstly, go to the Setup and select the \u201cOrder Items\u201d table. Secondly, choose Rules>>Custom Buttons. Finally, click on the button name:<\/p>\n

\"Button\"<\/a><\/p>\n

As a result, you can see the opened button form on the screen and the button URL in the address bar of a browser. You should copy the custom button ID number from the button URL:<\/p>\n

\"Button<\/a><\/p>\n

When the action URL is adjusted and the \u201cNew Navigate\u201d action is saved, the trigger can activate the \u201cCopy Details (auxiliary)\u201d button for the related details copying.
\nThe adjustment is finished. Now a user can click on the \u201cCreate Invoice\u201d button displayed on the Order form and the system will create a new Invoice with generated copies of related details.<\/p>\n

\"Copy<\/a><\/p>\n

In conclusion, you can remove<\/a> all auxiliary columns from the data entry forms and don\u2019t display them in views. As a result, these columns will be invisible for users.<\/p>\n","protected":false},"excerpt":{"rendered":"

Here you may find the example how to copy master record into a separate table and copy its related details.<\/p>\n","protected":false},"author":3,"featured_media":1683,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[2],"tags":[156,155,127,152,45,157],"class_list":["post-1648","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-tips-tricks","tag-copy-master-details","tag-master-record","tag-online-database","tag-related-details","tag-relation","tag-relational-database"],"yoast_head":"\nCopy Master record into a separate table and generate copies of related Details - TeamDesk Blog<\/title>\n<meta name=\"description\" content=\"This example shows how to create a custom button to generate Invoice records from existing Orders and copy order Items as related details.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.teamdesk.net\/blog\/tips-tricks\/copy-master-record-into-separate-table-with-related-details\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Copy Master record into a separate table and generate copies of related Details - 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