The File Maintenance Clone function allows you to clone an existing record that may have similar features to a new record you would like to create. This process can save a tremendous amount of time, especially when building a new database. Depending on the program you're working with, the File Maintenance Clone program may have options other than the standard settings presented here. For Example: The Activity Section clone program has Additional Options that allow you to create new Activity records.
Click Here for a list of File Maintenance Clone fields specific to select Modules/programs.
Note: Field names on the screen with red labels* are required by the screen design you are using. Mandatory fields in the default Vermont Systems design are noted where appropriate. Your design and mandatory fields may vary.
From the bottom of the screen…
Click Continue to run the clone process. The system will present you with an informational message detailing the new codes that will be created.
Click Process to complete the clone or click Cancel to return to the previous screen.
Click Cancel to quit the Clone process without creating any new records.
FileMaintenanceClone_Tab1
New Record Code List (FileMaintenanceClone_CloneList)
Enter the list of records you wish to create as a result of the clone process. This is a mandatory field for the default Vermont Systems design. Your design and setup may vary.
You can enter records as follows:
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Individually - If you wish to create one record only.
For Example: "Test." Entering the word "Test" would create one new record with the ID Test. -
A Comma-Delimited List - If you wish to create specific records with specific names.
For Example: "Test Test1 TestA Test_1A Test_2B." Entering that comma-delimited list would create the following five (5) new records: Test Test1 TestA Test_1A and Test_2B.Note: The comma-delimited list should not contain spaces between the items. When creating your list do NOT insert spaces after the comma
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Single Code with Wild Cards - A single code using asterisks as wild cards and then inputting Sequence parameters in the fields below. Up to four asterisk wild cards may be used. Wild cards must appear in succession.
For Example: "Test-*" or "10150**" or "***-Test" or "Test-****-Test." The number of new records created and the wild card value (alpha characters or numbers) will be determined by your Sequence parameters.
Sequence Type (FileMaintenanceClone_SequenceType)
Expand the Drop-down list to select your Sequence Type. A selection in this field is necessary only if you opt to create cloned records using a wildcard asterisk. Making a selection here is NOT necessary if using a single New Record Code only or if using a comma-delimited list in the New Record Code List.
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Numeric - The wildcard values will be numbers. The number of numbers will be determined by the number of wildcard place holders you used in the New Record Code List field and the by the values in the Min and Max Sequence number fields.
For Example: Your New Record Code is **-Test." Your Sequence Type is 'Numeric.' Your Min Sequence Number is "1" and your Max Sequence Number is "50." The clone process will create 50 records from 01-Test to 50-Test. -
Alpha - The wildcard values will be letters. The number of letters will be determined by the number of wildcard place holders you used in the New Record Code List field and the by the values in the Min and Max Sequence number fields.
For Example: Your New Record Code is "10150-*." Your Sequence Type is 'Alpha' Your Min Sequence Number is "0" and your Max Sequence Number is "26." The clone process will create 26 records from 10150-A to 10150-Z.
Min Sequence Number (FileMaintenanceClone_SequenceMin)
Enter the starting value of your clone sequence in this field. The field accepts numbers only.
- If your Sequence Type is Numeric, the values represent themselves. The system will auto-fill leading zeros as appropriate based on the number of wildcard asterisks being used in New Record Code List.
For Example: Your New Record Code is Test-***. Your Minimum Sequence Number is 1. The first code created will be Test-001. - If your Sequence Type is Alpha,the values represent letters where 0" = "A 1" = "B 2"="C and so forth.
For Example: Your New Record Code is Test-***. Your Minimum Sequence Number is 0." The first code created will be Test-AAA the second code will be Test-AAB etc the third code will be Test-AAC etc….
Max Sequence Number (FileMaintenanceClone_SequenceMax)
Enter the ending value of your clone sequence in this field. The field accepts numbers only.
- If your Sequence Type is Numeric, the values represent themselves. The system will create as many new records as numbers in your range.
For Example: Your New Record Code is Test-***. Your Minimum Sequence Number is 1. Your Maximum Sequence Number is 999. The system will create 1,000 codes from Test-001 to Test-999. - If your Sequence Type is Alpha, the values represent letters where 0" = "A 1" = "B" and so forth through "Z." In the event you have multiple asterisks the system will continue using alpha characters in the sequence of the alphabet (AAA - AAZ ABZ - AZZ BZZ-ZZZ). For Example: Your New Record Code is Test-***. Your Minimum Sequence Number is 0 . Your Maximum Sequence Number is 75. The first code created will be Test-AAA the second code will be Test-AAB etc... the 27th code will be ABZ the 28th will be ACZ etc... through to ZZZ.
The system will NOT do every possible combination of A-Z (i.e. ABA-ABZ ACA-ACZ ADA-ADZ etc…) in the event of multiple asterisks.