assets and a simple database

I have played with filemaker for a little, but i now have to produce
something that does the following :

We have 1,000 + keys which have barcodes on them.

Each key barcode references a property, and each time a key is signed
out we need to scan that code and the code for the person that takes
it. The database needs to log the date/time of the scanning.

Then when it's returned the key is scaned again and against the office
barcode to show it's back home.

I can do this, by importing the data i have into a simple database,
but what i cannot do right now, is work a system that will allow me to
make it even more simple :

A button to start the process, opening a dialogue box to scan the key
and person code, automatically inputing the date into another spare
field.

I think i need to create two seperate tables, one for the property and
the keys and another with a list of who has the keys. Then link the
two together so i can see where a particaur has been.

Is this the right way to go about this? does anyone have any help to
point me in the right direction?

thanks

Re: assets and a simple database

On Oct 9, 8:39 am, dgs wrote:
> I have played with filemaker for a little, but i now have to produce
> something that does the following :
>
> We have 1,000 + keys which have barcodes on them.
>
> Each key barcode references a property, and each time a key is signed
> out we need to scan that code and the code for the person that takes
> it. The database needs to log the date/time of the scanning.
>
> Then when it's returned the key is scaned again and against the office
> barcode to show it's back home.
>
> I can do this, by importing the data i have into a simple database,
> but what i cannot do right now, is work a system that will allow me to
> make it even more simple :
>
> A button to start the process, opening a dialogue box to scan the key
> and person code, automatically inputing the date into another spare
> field.
>
> I think i need to create two seperate tables, one for the property and
> the keys and another with a list of who has the keys. Then link the
> two together so i can see where a particaur has been.
>
> Is this the right way to go about this? does anyone have any help to
> point me in the right direction?
>
> thanks

Is there more than one key to a property? Do you track keys as
individuals or just what properties they open? You need at least a
table for Properties, People, Loans, and maybe Keys (depending on the
answers to the above questions).

You can write a script that you can attach to the button that will
check out keys. The script will create a new record in Loans and
users will fill in the KeyID and the PeopleID and the TimeOut. You'll
also need a script to Check In keys that will find the PeopleID and
KeyID and the empty TimeIn and fill in the TimeIn.

Re: assets and a simple database

In article <1191940784.600732.63810@22g2000hsm.googlegroups.com>,
dgs wrote:

> I have played with filemaker for a little, but i now have to produce
> something that does the following :
>
> We have 1,000 + keys which have barcodes on them.
>
> Each key barcode references a property, and each time a key is signed
> out we need to scan that code and the code for the person that takes
> it. The database needs to log the date/time of the scanning.
>
> Then when it's returned the key is scaned again and against the office
> barcode to show it's back home.
>
> I can do this, by importing the data i have into a simple database,
> but what i cannot do right now, is work a system that will allow me to
> make it even more simple :
>
> A button to start the process, opening a dialogue box to scan the key
> and person code, automatically inputing the date into another spare
> field.
>
> I think i need to create two seperate tables, one for the property and
> the keys and another with a list of who has the keys. Then link the
> two together so i can see where a particaur has been.
>
> Is this the right way to go about this? does anyone have any help to
> point me in the right direction?
>
> thanks

I think you also need a third table that keeps track of assignments of
keys to people. This is based on the assumption that one person over
time can borrow several keys, and each key over time can be borrowed by
several people.

Each key needs an automatically assigned serial number ID, and likewise
each person, stored in number fields with automatic serial number input.
Call these kpPersonID and kpKeyID.

The third "join" table needs an automatic serial number key field as
well, but more iportant needs two number fields to hold the Person ID
and Key Id. Call these kfPersonID and kfKeyID.

The join table also needs date fields to record when the key is signed
out and when it is returned.

The relationship between the three tables would be:

Person::kpPersonID = Join::kfPersonID
Key::kpKeyID = Join::kfKeyID

The each record in the Join table records one instance of a particular
person borrowing and returning a particular key.

--
For email, change to
Bill Collins

Re: assets and a simple database

To flesh out the idea more, we have currently an excel spreadsheet
that lists every key (there are six, labeled a b c d e f) for each
property. So at the moment i have :

23 Blah St - 1234-a
23 Blah St - 1234-b

and so forth, with the cels next providing where that key is and when
it was checked out
(currently i log all the keys at the office, unless a builder or spark
requires the keys and then they are signed out to that person)

So that technically each individual key is its one record, and cannot
be loaned out at the same time to two people.
But the same contractor will have the ability to book multiple
different keys out.

I have the unique number for each key, and a number for each
contractor starting at 101 and working upwards.
These numbers have been historically set and cannot now be changed.

I was hoping to make it so simple any of the guys in the office can
use it, press a button to log a key and scan the key, then scan the
contractor barcode and press the book-it button.

I dont require a time limit to be set at all, contractors can have the
keys for as long as the job requires and i just need to be able to
find the property or the key to see who has what - or even by
contractor Id number.

I think i'm getting my head around this, hope this fleshes the idea
out more.

thanks

Re: assets and a simple database

Ok, all night i have played with this, read up on it, but i just cant
get my head around what i need to do :

Currently i have all the files imported to different tables :

Keys (has the fields KeyID and KeyAddress)
Contractor (Name and ContractorID)
Loans (DateOut, DateIn, and i have created WhoTo - which i understand
has to be linked to ContractorID & KeyId which is linked to KeyID)

I dont know how to produce a layout & script combo that wil just have
the keyid and the contractorid, input both and a button to insert that
data into the Loans table.

I have build two relationships from Keys and Contractor to Loans, and
i assum that i can build a layout which will in future look up either
key or contractor Id and show me who or what was loaned out?

thanks if anyone can help on this

Re: assets and a simple database

On Oct 10, 2:17 am, dgs wrote:
> Ok, all night i have played with this, read up on it, but i just cant
> get my head around what i need to do :
>
> Currently i have all the files imported to different tables :
>
> Keys (has the fields KeyID and KeyAddress)
> Contractor (Name and ContractorID)
> Loans (DateOut, DateIn, and i have created WhoTo - which i understand
> has to be linked to ContractorID & KeyId which is linked to KeyID)
>
> I dont know how to produce a layout & script combo that wil just have
> the keyid and the contractorid, input both and a button to insert that
> data into the Loans table.
>
> I have build two relationships from Keys and Contractor to Loans, and
> i assum that i can build a layout which will in future look up either
> key or contractor Id and show me who or what was loaned out?
>
> thanks if anyone can help on this
WhoTo is a separate table? No, ContractorID and KeyID should be
fields in the Loans table. Link Loans to both Contractor and Keys via
those two fields.

Put a portal on Keys showing records from Loans.
Put a portal on Contractors showing records from Loans.