Base Tutorial: From Newbie to Advocate in a one, two... three!

BASE TUTORIAL:
From Newbie to Advocate in a one, two... three!

Step-by-step guide to producing fairly sophisticated database applications with OpenOffice.org ase, from initial problem to final product complete with forms and reports.

by !ariano "asanova

. e*pand or translate this wor+ as long as you$ a5 Attribute the wor+ by providing the name of the initial author and a lin+ to the original wor+ or. two. All rights reserved. summary$ http$33creativecommons. #he author has ta+en every precaution possible to ensure the correctness and appropriateness of the information provided in this te*t. three! y !ariano "asanova "opyright % &'(' !ariano "asanova. the author can assume no responsibility for errors or omissions or for damages resulting from the use of the information provided here. . loss of profits or loss of data.'3legalcode /icense. #he author does not guarantee the accuracy.ase #utorial$ From Newbie to Advocate in a one.hs0ldb.'3 2ou can copy this electronic file and distribute this electronic file with no limitation for all non-commercial use./ at$ www. 2our attribu tion must not suggest that the initial author endorses you or your use of the wor+. . legal or natural. its functioning and compatibility. c5 6istribute this wor+ under the same or similar license and ensure that all derivatives will also be non-commercial in nature. with respect to any loss or damage caused or allegedly caused directly or indirectly by the use of such information.. ade0uacy or completeness of this information and shall not be liable to any person. -owever. if such lin+ is not available.org3licenses3by-nc-sa34. a reference to the source of your copy of the original wor+.openoffice.. including but not limited to. ase #utorial OOo.lease note that the author can not provide software support.org and www. #his digital edition can be distributed under the terms of the Creative Commons Attribution Non-"ommercial Share Ali+e license. the constant changing and evolution of the software described and +nown and un+nown issues in the code. full te*t$ http$33creativecommons.org3licenses3by-nc-sa34.lease contact the appropriate software developers of ase or -S. including the testing of the code supplied.org or their fantastic fan base and forum e*perts. 2ou use this information at your own ris+. 2ou can adapt. due to possible human or mechanical error from the sources. First )dition$ August &'(' Second )dition$ September &'(' All names of products and companies mentioned in this te*t are the trademar+ of their respective owners and are mentioned here with no intention of infringement and for the benefit of those respective owners. b5 "learly state the nature and scope of your contribution to the wor+. #he information is provided 1as is1 with no warranties whatsoever of its appropriateness or fitness for any purpose. 2ou can not use this wor+ or its derivatives for commercial purposes. as described in$ /icense. business interruption.

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e the problem of duplicity of roles in order to introduce the concept of super-class formation. 8e then stress the importance of using au*iliary elements li+e a :ariables 6efinition /ist for the aid they provide in coding our application with ase. i . 8e then summarily review phases in database design and the importance of Normal Form.ation and descriptors. 8e later ta+e our time to analy. its connections. Part III: Things you need to do whi$e "oding a data ase with Base# 8here we describe how to use ase to create the database it too+ us so long to design. list bo*es and other widgets to simplify data entry. column attributes. after which we provide an overview of <!/ diagrams to use as a visual vocabulary.. we start with a problem and end with a database design. #hen we describe in depth how to create forms to populate our tables and how to use radio buttons. 8e then analy. forms and reports. After this we review the way that ase records attributes and the nature of the variables it uses. analy.ing the setup and e*plain how to use S. date and time variables and ob=ect variables and how choosing them properly will affect the performance of a ase application. class e*traction. analy. After this we analy. 8e cover class formation.ard and the S<N 7eport uilder. deletion attributes and relationship cardinalities and finally we provide a definition of database and ase database.ing what a database is and describe its different components$ #ables. columns. Part II: Things you need to do e!ore you "ode a data ase with Base# 8here we offer a real case e*ample and. Now that we understand how to design our tables. 8e star by analy.e the forms and reports that we will use in con=unction with the design we have produced and describe the +ind of features we will want them to have.F7O! N)8 9) #O A6:O"A#) 9N A ON). numeric variables. primary and foreign +eys. 8e also review First. relationships.. 8e also review how to read their descriptions when consulting the 8i+i or other sources. #-7))! Content overview: Part I: Things you need to know e!ore you "reate a data ase with Base# 8here we introduce this tutorial and its scope.e the >Select? command to produce 0ueries and e*tract information from our data and finally e*plain in detail how to produce the reports using both the 7eport 8i.ing te*t variables. 8e apply normali. sub-forms. 8e start by analy. #8O. the importance of atomi.ation and other tools to decide on data structure and finally come up with a complete <!/ diagram of our database. Second and #hird normal forms and how they aid in class e*traction. 8e later comment on forms and reports and on modeling data and goals of proper design. and what do the options that ase offers mean./ commands for the creation of tables and relationships. complete with forms and reports.ing the >"reate #able? and >"onstraint? instructions in detail. using the elements presented in part 9. we are ready to sit down in front of ase and start coding our database.

...................(B ....................4 9ntroduction to databases.....................................................................(4 :isual vocabulary...........................................................................................................................................................................................................................................................................................................................................................................C4 #he reports...F@ "hapter C..............................................................................................A !anaging relationships with column and delete options............4F .......... attributes and relationships......................................................................................(C "hapter &.....................C4 ii ......AS) #<#O79A/ Table of Contents 9ntroduction$.............B' A little bit more$ 6uplicity of roles and super classes.......................................................................................................................................&4 "hapter 4..............................................................................................@ "ardinality and optionality of a relationship.............hases in database design.....................................&F 8hy is all this information relevantG...................................................4F /etHs get real!......................................................................................F& Attributes3:ariable definition lists.................................................................................................................................................................................................................................................F@ #he forms......................................................................(& !odeling data and goals of proper design..........................&' #hird normal form............4F "ase )*ample$ Now we need a problem.hysical Names...................................................................................................................................FB "hapter F...................................4 Anatomy of a database$ #ables.......................................................................................................................................................&' Second normal form........................................................................(D First normal form................................................................................................................................................................................................v Ac+nowledgments.................................................(' A definition of database and database design..........4' On logical Names and ......................................4( Part II: Things you need to do e!ore you "ode a data ase with Base# "hapter B..............&( Aiming for simplicity..................................................................................................................................................................................................................................................(( #al+ing about forms and reports...............................................................................(D Eetting into normal form...................................................................................................................................................................................................4 )stablishing relationships within tables........................vii Part I: Things you need to know e!ore you "reate a data ase with Base# "hapter (.................................4D 6ata !odeling.......................................................................................................................................................................................................................................................................................................ossible solution...........................................&F 7ecording attributes$ Are you my variableG....................................................................................

...........................................................................................................................((@ Order in the room....................(&B Some time functions$...................................................................................((A <ser defined parameters..........................................................................(B4 Select needed tables and columns...................................................((A ........................................(BF iii ....................................................................................................................................D& Forms with Sub Forms..............................................roperties dialog bo*...............................................ard........................................@& 8hat S..............((( S...............................................................DF /ist o*es with compound fields.................................... anywayG...........................................................................................................ueries.............../...D' #ab Stops Iand 7adio uttons5................../ window are you.................................................................................................................((B Saving and "alling a ...........................................('' Forms with two or more sub forms.............................................................................................. please!.........................................................................((F 8hereG................................................................................................................@( Eeneral Overview$..........F7O! N)8 9) #O A6:O"A#) 9N A ON).................................................................AC 6esign :iew and the ..............................................................roducing our forms................................uerying more than one table at a time.......................................(B( "reating a report with 7eport uilder Ithat is not in tabular form5...............................................................................................................................................................................................................................((& uilt-in Functions in -S....................................................................................................uery......................................................................................................................................................................................................................... #8O.....(4( "hapter ('...............................................................................................................................................................AA 7adio uttons..(4F Steps in designing a report$.........................................................................................................................................................(&' Aggregate Functions$...................................................................................CA Part III: Things you need to do whi$e "oding a data ase with Base# "hapter @...(44 Our first 7eport with ase$.@( "reating tables in ase with S.................(BF S<N 7eport uilder overview....((( ................(B4 <sing the S<N 7eport uilder............................../ commands..............................................................................................................(B( Analy.....................................AF #he Form 8i.........................('' )ntering time and date...................................(B4 "ompose 0uery.....................................................................................................................................................A& "hapter A......................('4 "hapter D...................................e the reportHs re0uirements and decide on the overall layout....................................................................................................................................................D4 6rop 6own lists.............................................../ 0ueries with ase................................................D@ 6efault values............................................................................................................................(44 "reating reports with ase...............................roducing ..............................................................................................................AF ....................................................................................................................................((C "ompound 0ueries.................... #-7))! #urn on the computers.........@( "reating tables and relationships with S........../...........

.................................................................................................................(C& "onditional formatting.......................................................................................................................................................................................(F( <sing Functions...................................................................................................................................................................................................................................................................................................................................................................(@4 Some final words$...........................................................(FB #he 7eport Navigator.............(F' <sing Formulas................................(@4 iv .(CA 6efragmenting your 6atabase$............................................................................................................................................(@( "hapter (&.................................................................(CC "hapter ((.................................................................(B@ <sing formulas and functions with S7 ......................................................................................(FD "ustom made functions....................................................(C@ !aintenance of a 6atabase.........................................................................................................AS) #<#O79A/ uilding a report with the S7 ..................................................................................(C@ !odifying data structure...........(@' ac+ups$.............................................................(C@ !odifying forms.......................(CF A word of caution$...............................................................................................................

ing your information that applies to any attempt to design a database.arts 9 and 99 of this tutorial cover some fundamental notions for organi.e it. -owever. the more you +now about it.F7O! N)8 9) #O A6:O"A#) 9N A ON). 9 hope that by following along these lines you will find concepts and tips that will help you design more useful.articularly. #his tutorial cannot cover all aspects of ase. )ven in this narrower topic we cannot cover all of its functionality. #o achieve this. fle*ible and reliable databases. on how to organi. you need to be able to ma+e some informed decisions while wor+ing with it and this. the three parts are necessary in order to understand how to effectively design database applications with ase. #he later part of this tutorial will show you how to implement those decisions while developing an actual application with ase. rendition of services and cash flow./. -owever. ut because ase is a powerful and fle*ible application.ed thin+ing more on aiding the generation of meaning. the whole purpose of ase is to ma+e the development process easier. chances are that you are a non-e*pert loo+ing for answers to concrete 0uestions and with very little time to spare.org offers a very powerful database system with ase. you will discover that there is a very active and +nowledgeable comv . re0uires some preparation. . ase has many features li+e the ability to be a front end for other database systems. #his tutorial will try to help you better understand the options offered by ase while attempting to develop a functional application of a medium level of comple*ity. 8e will focus on ase wor+ing with its own embedded database engine called -S. #his means that the information here has been organi. . retrieve it and even e*tract new information from it. OpenOffice. .. 6onHt hesitate to read everything you can about ase.art 999 is solely focused on ase and the way to implement your decisions with it. #-7))! Introduction: 6atabases are very useful programs that allow us to store information. After all. #he te*t will attempt to provide elements that could help you build a wor+ing database model with which to +eep trac+ of resources and processes li+e customers. 2ou can be sure that there is a learning curve. 9 strongly suggest that you ma+e notes in the margins and compile summaries from this te*t and form with them your own reference manual later.e the information that you need to collect. #8O. 9f you are reading this. practice does perfect and mista+es are a problem only if you are planning not to learn from them. including aseJ although they also describe some elements that are specific to it. organi. the more functionality and fle*ibility you can get from it. in turn. 9 hope that this tutorial will provide a foundation from which to continue your e*ploration of this application. ase is a great tool at your disposal and. the first part of the tutorial will review some important concepts in the design of databases.lease note that this te*t has been arranged as a tutorial and not as a reference manual.. . 9n any event. that is. but it is not steep.

#han+s! 9 hope that you find this tutorial helpful and that you start ta+ing advantage of all the computational power that a database application li+e ase can provide. So hey.org in particular. Summer of &'(' vi . 9t is a lot of hard wor+ to +eep alive the ideals the open source software represents but is also most beneficial -and at several levels. 6onHt hesitate to participate! 9 have written this tutorial as a way to say than+ you to the open source community in general and the good fol+s involved with OpenOffice. post your own 0uestions if they happen to be uni0ue and maybe even share your own wisdom.for the rest of us. !ariano "asanova New 2or+.AS) #<#O79A/ munity at www.com. to which 9 am particularly grateful and where you can find answers to 0uestions.ooforum.

9n particular 9 am very appreciative of the help provided by 7om+e .F7O! N)8 9) #O A6:O"A#) 9N A ON). even if different circumstances Iincluding a terrible earth0ua+e5 prevented us from wor+ing together. 9n particular. 9 am also grateful of Andrew Kensen who very +indly e*plained to me the different data types used by ase wor+ing with -S. #han+ you very much! vii ../ code provided as e*amples in the tutorial. Kudy 6immic+ and the in-depth comments by Koe Smith. 9 am very appreciative of the patience and unassuming help by !s. Kensen also provided an early S. Eroeneveld who +indly showed me how to use mathematical operators with 0ueries and the casting of variables to other data types./ and their different memory re0uirements. 9 also found great support and very important information at the OO. 9 also want to than+ all the people who sent me words of encouragement and comments about the te*t or the code so it could be corrected or perfected.ase on several concrete topics and specific 0uestions 9 had during the development of this te*t. !r.. #8O. many than+s to everyone who thought that this was a worthwhile pro=ect and gave me the encouragement to see it through. #-7))! Acknowledgments !any people have helped me compile this te*t. !any people have offered their help proofreading this te*t and 9 want to e*press my gratitude to all of them.o Forum . Finally. answered all my 0uestions on how it wor+s and also tested the S. 9 am very grateful of Kean -ollis 8eber who thought that a tutorial li+e this was necessary and swiftly connected me to people who could provide relevant information./ code for this tutorial..

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. Chapter 2: ormal !orm.art 9 #hings you need to +now before you create a database with ase. Contents: Chapter 1: Introduction to Databases. Chapter ": #ariable data t$pes. .

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#o help you achieve this you need to ma+e sure that your data faithfully represents the fact that you need to record.e data( and then. if you as+ appropriately. #he +ey concept here is 1as+ appropriately1. So. /etHs get into this right away.e it . Semi-permanent means that you can later correct or update the record but. it remains =ust li+e you left it. discover trends in your data that can help you organi. which also rests on some concepts in database design. A table records information about ob=ects that have the same characteristics. One attribute in a table can reference a record in another table. that you can find this data when you needed it and that you can use it with no restrictions or complications. 9n the later part of this tutorial we are going to assemble a database of medium comple*ity with ase. a database helps you collect and organi. until you do so. pro=ect involvement and differential hourly feeJ hey! they can even help you learn about yourself. we will wor+ a plausible e*ample to illustrate the concepts.Chapter Introduction to databases. asically. 8e will start by naming the parts and bits that ma+e up our database in order to ma+e communication easier. ut you can do much more than that. #his in turn is largely dependent on the way you design your database. 9 am sure that you +now that you can store names and addresses in a database and later generate mailing lists and bul+ mail or that you can +eep trac+ of your "6 collection with them. 1 A database allows for the semi-permanent storage of data. we need to review the why behind our actions. Anatom$ of a database: Tables% attributes and relationships. #hat will be the how-to.e your resources better. allowing tables to connect information in ways that are very fle*ible and powerful when you later want to retrieve this information from your database. ut in order to understand the options we will e*ercise then. 8e will e*amine ( And there is a little bit of us in the data we find relevant to collect and the way we organi. 9nstead of =ust providing arid definitions. #his is already impressive. #hese characteristics are called attributes and are decided by you depending on the purpose of your database and the information you find necessary to collect and store. they can help you identify where your public comes from and how they discovered youJ they can help you +eep trac+ of the status of clientsH orders and cash-flow and calculate payments for wor+ers and fee per service professionals according to the number of hours wor+ed. 6atabases can help you identify the wea+er lin+s in your production process or rendition of services.ing beasts. /ater on you can retrieve that piece of data and use it in a meaningful way. 6atabases are ama. /etHs start with some general statements that we will then attempt to e*plain$ A database consists of a group of tables that are interrelated. the first thing that we are going to do in this tutorial is to describe some practices that allow for better design.

''' boo+s I9 +now someone who has done this!5. #his topic will occupy the rest of part 9 and part 99 of this tutorial. Ale*ander 6umas or . consists of forming tables and deciding how to interconnect them. A database is a way of storing information that can be easily retrieved later. For e*ample. #he information in a database is organi. )ach cell -the intersection of a row with an attribute. This row holds the names of the attributes for the )Authors) table Authors %irst &ame . 2ou can retrieve a particular record Ie. "ountry of irth and 6ate of 6eath. #he columns represent different attributes that you want to store.ed in tables. then you might find it more straightforward to wor+ it with "alc instead. #he process of deciding on a database structure is called >data modeling?. #he heart of database design. list all boo+s by Kules :erne5. !emory will fail with a big number li+e this and +eeping and consulting a written log can be very cumbersome as well. you can create the table >Authors? with the columns to store the attributes$ First Name. #ables are organi. g.ed in columns Ifrom top to bottom5 and rows Ifrom left to right5. 8e will see later why it ma+es sense to use many tables in one database instead of =ust one big table. !aybe you donHt read them all but li+e to +now that you have them. 8ho is the author of >Around the 8orld in A' days?G5 or a summary of information Ie.ablo Kules Surname 'ate o! Birth '@3&B3(A'& '@3(&3(D'B '&3'A3(A&A Country o! Birth France "hile France 'ate o! 'eath (&3'F3(A@' 'D3&D3(D@4 '43&B3(D'F Ale*ander 6umas Neruda :erne &ow: 'b(ect or &ecord Column: Attribute Cell: *articular record Figure 1: The 'Authors' Table B . who wrote them. when and things li+e that. Surname. li+e$ Kules :erne.AS) #<#O79A/ this in depth. )ach row is called a HrecordH. 9f you can find an e*ample where =ust one table would suffice. 6ate of irth. 7ows are said to store >ob=ects? Isee figure (5. =ust to confuse you. g. then. )ach row will hold one particular author. 8hen we say >database structure? we mean the collection of attributes you have chosen to build your tables with and the way these tables connect with one another.ablo Neruda. )nter ase and the help of databases.can also be called a HrecordH. /etHs imagine that you have collected over ('.

2ou will need to create &' columns Ior C'!5 if you want to store your data faithfully.adding new columns. 6onHt panic =ust yet. with the attributes we need for each boo+. will have an impact on the overall usefulness of the database. we want to record the boo+s they wrote as well. e*cept for one that has twenty.. F . wasting computer memory and speed. And what if this author later writes a &(st boo+G 2ou will need to re-structure your database. for e*ample. surname and the rest.. #-7))! Notice this$ some of the authors could not be dead but your table will not become obsolete if Ior rather when5 this happens. esides. 9f you also want to record the year of publication and the country of first publication. which information you decide to include and which not. #his shows that in designing your tables. Authors First Name Surname 6ate Of irth "ountry 6ate Of 6eath oo+( . #8O. For this you would need at least one column for each title assuming that you only record the name of the boo+. 9 am counting on your imagination and intelligence to sort this out.ublication& "ountry& and etc. as we will be describing some systematic ways to decide on what data is relevant to collect.and face unforeseen conse0uences that can come to haunt you later. Now that we can collect information about the authors.ublication( "ountry( oo+& . #his way it would not matter how many boo+s one author writes and we would not waste space with cells that would never be populated Isee figure 45. most of which would not be used. and later add the columns for AuthorHs name.F7O! N)8 9) #O A6:O"A#) 9N A ON). you would need three columns per title Isee figure &5. } Biographic info of the authors Books written by the authors Notice 3 columns per book Figure 2: Unpopulated table for authors and their books /etHs say that each author has four or five titles. 9nstead of ta+ing this route we could decide to focus on the boo+s instead and create a >#itles? table. !ost of us would thin+ about =ust adding more columns to record the boo+s.

but we will find a way to connect the info in one table to the info in the other table. 6umas '@3&B3(A'& France . For e*ample. if one author dies. 9nstead. trying to create one big comprehensive table. #his is your first lesson in database design$ each table needs to cover one topic and one topic only. you need to locate every boo+ she wrote in order to add that data. 2ou also open the door for inconsistencies..AS) #<#O79A/ Tit$es Book &ame #he #hree !us+eteers (ear (ABB In Country France France "hile Author 'ate o! Birth Country o! Birth 'ate o! 'eath (&3'F3(A@' (&3'F3(A@' 'D3&D3(D@4 A. 6umas '@3&B3(A'& France A. :erne '@3(&3(D'B "hile '&3'A3(A&A France 'D3&D3(D@4 '43&B3(D'F (D'B France K. one table for authors. "reating tables that hold the attributes of both authors and titles is a bad idea. Neruda France K. "reating tables that mi* employee and department attributes is a bad idea. one C . Neruda '@3(&3(D'B "hile #he "ount of (ABC !onte "risto &' /ove (D&B . 8hat if some boo+s have one date of birth for this author while others have a different dayG One Ior both dates5 is wrong. this would create new problems$ Note that we need to repeat the authorHs data for every boo+ the author wrote or writes in the future. one table for departments. Now you need to +now which one is the correct day and find and modify each wrong record.oems and a song of despair One hundred (DC' love sonnets Around the world in A' days 9nvasion of the sea (A@4 Argentina . #his mista+e. 9nstead of trying to merge both tables into one we will +eep them separated. :erne '&3'A3(A&A France '43&B3(D'F Figure 3: A 'Titles' table with author information Still. #his complicates maintenance of the data. is very common and arises because beginners want to ma+e sure that all the relevant data is connected and forget that there are tools that can lin+ them in more fle*ible and powerful ways. "reating tables that mi* customers and services fields is a bad idea.. you need to create one table for boo+s. one table for employees.

9magine how useful this is if. 9f you are ta+ing notes. the database can create it for you. For instance. #he chosen field that uni0uely identifies each record is called a ' rimary !ey'. is said to store a '"oreign !ey'. but has one drawbac+$ what happens if you have two authors with the same surnameG @ . 6umas 6umas Neruda Neruda :erne :erne Figure : 'Titles' table linked to the 'Authors' table through the 'Author' foreign key #his way. you need to chose a field in the HAuthorsH table that uni0uely identifies each record. 6umas. that stores the primary +ey value of the lin+ed table. instead of si* records. you could decide that the HSurnameH field in the HAuthorsH table will be the primary +ey. -ow e*actly do we lin+ the HAuthorsH table with the H#itlesH tableG -ow do we ma+e sure that. in the column that holds the foreign +ey$ :erne. correspondingly. the ob=ect HKules :erneH in the HAuthorsH tables can reference HAround the world in A' daysH in the H#itlesH table AN6 all the other boo+s written by himG #o accomplish this.and write the surname of the author with each boo+ record. #his column..oems and a song of despair One hundred love sonnets Around the world in A' days 9nvasion of the sea (ear )u $ished (ABB (ABC (D&B (DC' (A@4 (D'B Country o! Pu $i"ation France France "hile Argentina France France Author *%+. etc.. you really have ten thousand! <sing a surname as a primary +ey wor+s fine many times. #his HauthorH column in the H#itlesH table une0uivocally lin+s each boo+ with one author Isee figure B5. 2ou then create a new column in the H#itlesH table -that you can call HauthorH if you li+e. Although you had not e*plicitly recorded such a list. write this down because 9 will as+ you later. +stablishing relationships within tables. #-7))! table for customers. one table for services and so on.F7O! N)8 9) #O A6:O"A#) 9N A ON). ase will use that inde* to lin+ and retrieve the information that you will be as+ing for later. you could as+ your database to list all > oo+ Name? where >Author? e0uals >Neruda?. Neruda. Now you create an e*tra column in the H#itlesH table that is going to hold the value of the primary +ey. for e*ample. Tit$es Book &ame #he #hree !us+eteers #he "ount of !onte "risto &' /ove . #8O. for e*ample.

8hen you say $ >one author. Notice this$ in our e*ample one author will have at least one and possibly many titles. 9 promise to include them by the end of this section5.ero it means that a member of the class has the option to not relate to the second class.e the relationship from title to author. For e*ample. ''F or something li+e this. that would have meant that you can register a boo+ even if you donHt +now who the author is. On the other hand. but donHt be surprised if you find yourself needing to record two or more foreign +eys in a table.. however. and we will chec+ this when we review the process of Normali. At other times.. but thin+ of all the calculations the computer would have to do =ust to handle rare e*ceptions. #his is how tables are related! #he primary +ey is important in more ways than one. ase can automatically generate a uni0ue number for each record in a table.( Ione to one5. 9nstead of writing H:erneH. you could use the first name and the surname. #o simplify this. #he relevant thing. to form the primary +ey. many titles? you are tal+ing about the cardinality of the relationship. Leep this in mind. however. for e*ample5.. the cardinals are$ (. Of course. relationships always have two sets of cardinals. when we analy. -ere A . #his way each author would have a uni0ue number I6umas father would have one number. together.(. is that these automatically generated numbers allow for a une0uivocal connection between one ob=ect in the HAuthorsH table with one or more ob=ects in the H#itlesH table. 9n this case it is said that you have a compound primary key. Note again that the relationship is not the same for authors and titles$ one author can have many titles. we can also thin+ of instances where two authors have the same name and surname Ili+e Ale*ander 6umas. if the cardinality from title to author had been '.ation. 6umas son would have a different number5 that you can record in the column for the foreign +ey in the H#itlesH table. ''B. #his solution is possible and perhaps in many cases the right one. 2ou. the computer will write ''4.ero or a one.n Ione to many5. titles have e*actly one author.e the relationship from author to title. 8hen we analy. #he first number of the set is called >Optionality? and is usually a . So. father and son.AS) #<#O79A/ One solution is to use more than =ust one field to form the primary +ey. H6umasH HNerudaH. Strictly spea+ing then. 9n the case it is a . as a user of the database. Our e*ample uses only one foreign +ey in the H#itlesH table. you could be using primary +eys that are not numbers or primary +eys that are compound. might not even be aware of the e*istence of these numbers or what numbers they are e*actly. For e*ample. one title can have e*actly one author only IletHs leave collaborations aside for now. Cardinalit$ and optionalit$ of a relationship. the cardinals are$ (. 8e could e*tend the notion of a compound +ey and wor+ with a combination of three and even four fields to form a une0uivocal primary +ey.

One to one cardinality connotes properties of ob=ects in one table that are e*panded in the second table. /etHs say that some of your boo+s have beautiful illustrations -paintings. one boo+ could be written by several authors Iin collaboration5... Of course..(5 One to many I(.n5 One to one I(. etc. or needs to avoid. -ero to many implies the possibility that one ob=ect in the first table is associated to no ob=ect in the second table.n5 !any to manyIn. 9n order to +eep trac+ of this. )very time you have a set-subset situation a (. #-7))! you have something e*tra to thin+ about$ whether your database needs.where you record the e*tra attributes of the subset.ero optionality opens the possibility for the e*istence of an ob=ect even if is not associated to other ob=ects in other tables.between the HAuthorH and H#itlesH tables that can record all the combinations of boo+ and author. . you +now that you will be using an intermediate table. D . & Also note that the one optionality precludes having information about illustrations if it is not associated to a boo+... #he . to e*actly one or to many.. Notice the Set-subset relationship here. #8O.m5 -ero to one implies the possibility that an ob=ect of the class is associated with none or at most one ob=ect of the other class.and others donHt.m cardinality to a manageable (. 9t would be wasteful to include these attributes in the H#itlesH table.any to many relationships can not be performed without the use of an intermediate table. 2ou have a set$ boo+s. both options are valid and which one you choose depends on the way you define their relationships. Oh! And of course. engravings. photos. because most boo+s would leave these records unpopulated. the name of the art piece and other data. one author could write one or more boo+sJ at the same time. ob=ects in one table that are not associated to ob=ects in the other table. #his will change the n. and a subset$boo+s with illustrations.F7O! N)8 9) #O A6:O"A#) 9N A ON).. A one to many cardinality implies that one ob=ect of the first class can relate to one or more ob=ects of the second class and that an ob=ect in the second class can not e*ist by itself. Note that if this cardinality were the same at both sides of the relationship Iin the direction subset-set5 then maybe both classes are really one big class&. 2ou would want to register who was the artist..n or so.. )very time you encounter a n. #he options for cardinality include$ ➔ ➔ ➔ ➔ ➔ Mero to one I'. you will need a simple table -maybe with only two columns.m cardinality.(5 Mero to many I'. the foreign +ey... For e*ample.( cardinality comes in handy. 2ou record the attributes common to all in the H#itlesH table and then create a new table >Art info? for e*ample.

(' . then the second time you try to enter H6umasH. what will happen to the HauthorH informationG Should it be deleted tooG Should it be +ept as an historical record or in case you find and buy one of his boo+s againG Actually. the foreign +ey should be set to NO# N<// in order to enforce this. For this reason. both options are valid and you can chose the one that reflects the purpose of your database better. 9f you have decided that your database should be able to accept a boo+ entry even if it is not associated to an author. for e*ample. if you will not accept a boo+ entry unless it is associated to an author. ase allows you to specify certain options for the columns in your tables. if you set the HsurnameH and Hdate of birthH as NO# N<//. ase will delete the record you are re0uesting to delete and will also delete all other records that have this recordHs +ey as a foreign +ey. Uni/ue: 8hen you specify this option. &ot nu$$: #his option means that records cannot be left with this attribute empty.AS) #<#O79A/ . As you update your database and erase that title. ase will display an error message if you try to enter a record that leaves a NO# N<// column empty. ase will prepare then to see it associated with other tables.anaging relationships with column and delete options. 9f. then a user can not input a new author if he doesnHt have at least the surname and the date of birth. ecause being able to relate the ob=ect in one table to another ob=ect in another table is so important. ase will re=ect it as an invalid entry. 9t ma+es a lot of sense to ma+e sure that a column set to L)2 is also set to <N9. 'e$ete Cas"ade: 8ith this option. you can delete the missing boo+ and +eep the record of the author that wrote it. #his way. it ma+es sense that Ley columns are also set to NO# N<//. Again. ase will need instructions on how to handle the deletion of records and will offer you the following options. you specify that the HsurnameH column be uni0ue. #his option can also affect cardinalities.<). 9n this tutorial we will consider the following ones$ +ey: #his option tells ase that this column will hold the primary +ey of the table. #his option is called cascade because it elicits the image of a deletion creating further deletions. For e*ample. you can not set the foreign +ey to NO# N<//. special care must be placed on the sub=ect of deleting records. 9n order to enforce and ma+e tidy the inclusion of primary +eys. ase will ma+e sure that records in this column are not repeated. #hin+ about this$ /etHs say that there is an author that wrote only one boo+ and you discover that you no longer have that boo+ in your collection. when you are developing your application and defining relationships. foreign +eys and the cardinality of the relationships. #his forces whomever is using your database to at least have the information re0uested in the NO# N<// columns if they want to enter the record. #his is what they mean$ &o a"tion: ase will delete the record you want but will not delete the records associated with it. ut your application will not +now what to do unless you ma+e e*plicit what your preference is. On the other hand.

etc. 0ueries and reports for this. Note that this re0uires that NO# N<// is not a condition of the foreign +ey column. ase will delete the record you are re0uesting but will not delete the other records related to it. each class translates to a table. any boo+ associated to him will be deleted too. etc. ase could write.to produce reports. 9f you decide to erase the author in the e*ample.data. #his way. which you +now means >9 have no author info for this boo+ in this database?. i. Of course. 9t would be set to null. the name >7elational 6atabase? derives from the use of the word HrelationH which is a way used in mathematics ISet #heory5 to say table. A class is a collection of ob=ects that have the same attributes. e. (( . 9nstead it will erase their foreign +eys to reflect that they are no longer associated to other ob=ects. 9t too+ some time. -ierarchical.5 and is not an emphasis on our intent to relate -or connect.F7O! N)8 9) #O A6:O"A#) 9N A ON). 9n conse0uence. when we say a H ase databaseH.g. )ach table will only cover one particular topic or unity Iauthors. 6atabase design. we mean not only the data and their relationships but also the forms. #-7))! Following the e*ample. Networ+. Set 'e!au$t: 8hen deleting an ob=ect. #his definition didnHt ta+e long to write but you wonHt be deceived by this illusory simplicity. particularly because of its fundamental role in connecting information. 2ou can appreciate that Hob=ectH has a rather precise meaning and is a central element in the conformation of your classes and that there is a big chun+ of +nowledge around the concept of relationship. but now that we have described a database and its properties. ase offers forms.ed in classes. the foreign +ey column of the associated tables will be populated with a default parameter that you previously specify. if you delete the author. you also need a method to add records to your tables.5. titles. then. we can attempt to define a 7elational 6atabase as a collection of ob=ects -organi. 8ith that said. the boo+ record would not be deleted but you would find that it no longer has data for the foreign +ey. #8O.and their relationships4. is about deciding on class structure Iwhich classes to wor+ with and which attributes to record in each5 and the structure of connections they establish Iwhich table connects with which and with what cardinality5. For this reason.. And you need a method to retrieve useful information -li+e particular records or summaries.. we are ready to offer a definition of 6atabase and ase 6atabase. 0ueries and reports to use it. #hese topics are called classes. A definition of database and database design. when we say Hrelational databaseH we mean$ Hdatabase that uses tablesH. places. which is a distinct feature when we compare this to other database models Ie. for e*ample Iand this is completely arbitrary5 >'''?. 9n database theory. 8e have seen that database design uses many tables that are all related one way or another. instead of =ust leaving an empty foreign +ey in the boo+ record. 4 Kust to be clear. Set &u$$: 8ith this option. events.

you would not want to have them receive mail with their names carelessly treated. ase will consider as different entities two spellings of the same word. For data output you have the 7eports. ase also offers functions with which you standardi.ard.ard or using the full fle*ibility of 6esign !ode. (& . no matter how you capitali. 8hen building forms you will need to thin+ about what you want them to achieve and this in turn re0uires that you understand what do the different options offered in building them mean. or in design mode. #his could lead to wrong summaries of data or records impossible to find. For e*ample. you can build them by using the Form 8i. 8ith ase. it correlates strongly with an image in our mind. where you point-and-clic+ your entry. 9 always recommend to include time data in a report so we can be sure about when the information presented was valid. Also.e them. S!ith?. if you are +eeping customer data. so you still need to monitor input. but our readers could have other associations. -owever. 9t is not uncommon that we use words believing that they have a very precise meaning but later discover that they can be ambiguous. as in >6ear !r. 8hat they have in common is that they automati. this means more wor+ while you are developing your form.e the entry of data. #he other important aspect of forms is that you want to ensure that data entry is uniform. that is. if you are not consistent with the use of capitals. as two different ob=ects. 9n general. you never +now when someone will show up to help you with data entry or when someone will as+ you for a copy of your application to use it herself. as+ing friends to read them and give you feedbac+ about what they understand and how they thin+ they should answer. 8hat 9 want to point out is that reports need to be easy to read. which simplifies the tas+. ase can consider H:erneH and HverneH. for e*ample. changing all letters to small caps Ias in >pro")du7e? to >procedure?5.g. #o avoid traps li+e these you need to test and test and test your forms. #he conte*t in which they appear can also suggest meanings that were not intended. One of my favorites is the drop-down menu. ase offers several ways to handle this. Forms allow you to enter data to populate your tables. ase offers a type of variable that treats words with the same letters as the same word. #his means that spending some time in their design is also bound to repay you later with added efficiency. you need to ma+e sure that the user of your form understands e*actly what she3he is being as+ed Ie. #o the entry >Se*$? do you input >!ale? or >Scarcely?G5. #hat is because when we use a word. Not surprisingly. 8e will also spend time in part 999 studying this. Among these considerations. #hey are usually built by 0ueries and you also have the options of either getting help from the 8i. which gives you ma*imum fle*ibility. Of course.. 8e will review this more closely in part 999. #his can be very helpful.e data entry. unambiguous and provide the necessary information. )ven if you thin+ that you will be the only one using your forms. that the same element is entered in the same way every time. the time you spend thin+ing about the design of your forms will be paid bac+ with better performance and efficiency. but ase ma+es it really easy and itHs worth the e*tra effort. for e*ample.AS) #<#O79A/ Talking about forms and reports.. 2ou can also use chec+ lists and circular buttons.

.rincipally. without a brea+down in functionality. we will review three$ first. the type of primary +eys that you choose and how to treat deletions.5 and what relationships within them you need. #8O. however. which we will describe shortly. authors. deciding not only what table connects with which. second and third normal form. uni0ue. etc. #-7))! So get as many people as you can to test your forms and reports. 8hen you are deciding all this and fine tuning your decisions. So it is going to ta+e some time and patience for you to feel comfortable with these concepts and the ways to implement them. 6onHt feel dismayed by all this. 9n your wor+ you will be doing both.5. #his is e*actly what we will do in part 99 of the tutorial. test your database design. 9n designing your database. the order in which your forms as+ for the information and the reports that will ma+e sense to produce. #he first is a conse0uence of your activities during the different phases of database design. (4 . #est. etc. #he techni0ues we will review here are only tools to help you ma+e better decisions. 8e will review two ways for doing this. in this tutorial. surname.odeling data and goals of proper design. and that your database has some fle*ibility to handle entries that are not common but possible. . #est.. #he second is a formal method called Normali.e the content of your tables Iit does not care if the classes are boo+s or authors or if the attributes are names or dates. 7ead it and translate it to a numbered list and then try to visuali. or title. At the same time. etc. #he description offered in the previous paragraph is 0uite a good summary. #est. #he sub=ect of database design is vast and comple* enough to comprise several years of college education. year of publication. 2ou will then need to refine the structure of connections. or be influenced by. One of the most important aspects in data modeling is defining Ialso said He*tractingH5 your classes.ation is a formal method because it does not analy. that is.5 and what properties you will give to the columns Inot null. 9n general. 2our design will reflect your level of preparation and e*perience. you want your database to provide the information you need and that such information is valid for the sample from which it was e*tracted.e your actions at each step. Normali. you will want your database to avoid repeating information while still recording all the data you needJ that your database can grow. 9t is easier to ma+e changes at earlier stages than trying to repair a live version. See if someone can fool your input options or find e*ceptions that are possible but that your design canHt handle. etc. #hen you need to decide on the structure of each table.ation. etc.5 but focuses on certain mechanical connections of the primary +ey.F7O! N)8 9) #O A6:O"A#) 9N A ON). #here are several normal forms and. but also the cardinality and optionality they use. it is said that you are modeling your data. #here is no one way to design a relational database. ut you donHt need to be a roc+et scientist to become 0uite proficient at wor+ing with ase. #hese decisions might also influence. content analysis and formal analysis. you will need to define the classes that you will be wor+ing with Iboo+s. what attributes you need to record for each class Iname. . as your collection of data grows. 2ou canHt attempt to collect A// information about your classes and you will need to edit your selections according to the )ur0 )ose of your database.

modeling e*perts tal+ about )ntity 9ntegrity. a primary +ey5. #hroughout. repetition of characters. acronym for <nified !odeling /anguage. 7eferential 9ntegrity and 6ata 9ntegrity.uantity . transposition of numerical digits.ing data entry error -you +now. 6atabase design is aided by a diagram protocol called <!/.roduce appropriate re0uest form if 0uantity is less than 4'' units Notice that this class has no { methods } Class properties correspond to the attributes of your class. )ntity 9ntegrity means that each row of a table represents only one entity in the database. Finally. (B .roperty ( "lass . we will be reviewing ways to achieve these goals of proper design.roperty 4 etc. each entity can be assigned a uni0ue Iand only one5 primary +ey. #his is achieved basically by minimi. which later form the columns in your tables. #herefore. 7eferential integrity means that all foreign +eys in all tables must be matched by a row in another table Iobviously. See the e*amples$ Authors Name Surname 6ate of irth "ountry of Origin Produ"ts Name 6escription "ompany . wrong or impossible dates and a long etcetera.AS) #<#O79A/ 9n order to ensure this. #isual vocabular$.misspelling of names. <!/ provides a standardi. "lass !ethod ( "lass !ethod & "lass !ethod 4 etc.roperty & "lass . 6ata 9ntegrity means that all data in the database correctly represents the fact that it aims to collect.ed way to signify components or aspects of the 6atabase. /etHs see this$ "lasses are often notated this way$ "lass Name "lass .

F7O! N)8 9) #O A6:O"A#) 9N A ON). the more fle*ible.and the structure of connections -what table connects with what table and with what cardinality5. (F . #he relationships should indicate the cardinalities and the arrows should go from the primary +ey to the foreign +eys Ifigure F5. /ater.. reliable and functional it might become. li+e 6ia Ia EN< license pro=ect5 that comes with a complete set of <!/ tools. these two elements will suffice for now to describe. if you have several bo*es and need to surf the connections between them. you can focus on deciding the general structure of your database and deal with the details later. 6raw can even let you easily ad=ust the arrows. <!/ offers other elements but we will not review them here. A more formal rendition of your design should include the names of your attributes in the corresponding classes and the identification of the primary and foreign +eys. /et me note that 6raw offers a fle*ible set of tools for drawing bo*es and connecting them with arrows. 8ith the level of abstraction offered by <!/. the structure of our classes -which attributes we will want to record. "hanges in design now are =ust a matter of erasing a line and drawing a new one or deleting or adding attributes instead of trying to undo part of your wor+ in front of the computer while trying to retain other decisions at the same time. deciding on cardinalities and deciding which attributes to include in each class. you are prone to spend a lot of time drawing bo*es. 8e have already hinted at the fact that you will be wor+ing with several tables and the more thought you invest in the design. you will see how our design decisions are represented in the diagrams. -owever. #-7))! #he relationships are commonly notated by a line or arrow between the classes$ Author Tit$es ecause in the design of a database you are mostly concerned with the classes and their relationships. how this simplifies the communication about the design and how this translates into the development of the application. in the process of fleshing out the design of your database. thin+ about and communicate with others the structure we give to our data I#hat is. 2ou can also find other freeware for doing this. 9tHs funny to notice that this very important phase of database design is best aided by a simple pencil and paper. connecting them with lines. this is very powerful.. when we discuss the database we will wor+ with in part 99 of this tutorial. for e*ample. 2ou can imagine that. #8O.

#his person will need help from someone with +nowledge of database design and in implementing it with ase. <sually.n Tit$es 96 number I+ey5 Name of oo+ 2ear of publication "ountry of first pub.ossible solution is defined 6ata modeling !odel testing 6atabase running and maintenance 6uring the first phase. roadly. 9f you donHt set a line somewhere. . then this is most probably the case. ut 9 ma+e the distinction because a dialog between the client and the developer is always necessary.and the e*pert tries to help him narrow it down to the +ind of tas+s a database can really perform.resenting problem is identified . &.e his clients and lab wor+ or a company trying to +eep inventory of on-line sales. even if it only ta+es place inside someoneHs head. Of course. 4.. you can find yourself ma+ing your model progressively more and more comple* and never actually develop your application or. the client and the developer can be the same person -and if you are reading this.AS) #<#O79A/ Author 96 number I+ey5 Name Surname 6ate of irth "ountry of origin 6ate of death (. (C . worse. F.L diagram !or the Author and Tit$es data ase *hases in database design. the effort to design a database will start with someone finding a problem in the real world. the phases of database development can be described in the following way$ (. B. 9n general. the client tries to e*plain what his needs are -which are often multiple. 9n the second phase. the e*pert develops a formal statement of the goals and scope of the database application. #his is important because a small change in a goal can produce important changes in the design of the database. have it perform erratically as you +eep modifying data structure. /etHs call the person a HclientH and the e*pert the HdeveloperH. esides you will discover yourself becoming more ambitious with what you want your database to do.( Author Iforeign +ey5 %igure 1: U. the client has a general idea of what he wants and the developer will as+ 0uestions in order to be able to translate the need into a well developed database application. (. 9t can be a dentist trying to organi..

the different stores of the chain5 and even events Ie. places Ie. the actors involved in the productive process Icustomers. 8hen your structure can no longer accommodate the new functionality that you want. this is the first time that you really need to interact with the computer. 2ou can ma+e better decisions that can help define classes and attributes. #hese two phases do not have a clear boundary because the testing will impose changes in your design and the new design will need to be tested. suppliers. 6onHt mind spending some time here and test.F7O! N)8 9) #O A6:O"A#) 9N A ON).. #he difference is set by the purpose Ifunctionality5 of the database.ero or one cardinalities. 6uring maintenance. etc. so that you can become ac0uainted with its different screens. providers of service. you also have to test your logic and grammar by as+ing friends to find holes in your design and meaning in your reports and forms. investors. #8O. you test that your database remains consistent and able to handle the growing number of data it receives. the better your decisions for class e*traction and table structure. test test! Now that you feel confident of your database design Iclass structure and structure of connections5 and the forms and reports you want to use. if you are in the process of learning then 9 strongly encourage you to sit and play around with ase. you have defined the scope and goals of the database.ation. -ere is where imagination and e*perience come in very handy. #ry out your ideas and see what happens. Now you are sitting in front of the computer for the first time since the pro=ect started! Of course. dialog bo*es and options. 6ifferent phases in the production processes Irecorded as schedules or logs5. #his is the e*traction of classes we earlier identified with "ontent ana$ysis. (@ .g. 7ead about database design and donHt fear to as+ other people Iespecially if they +now something about database design!5. primary +eys and relationships with . Of course. #he more that you. Of course. then maybe itHs time to go for a new design. <sually. 0uestion the client and become familiar with the business process. it is time to code them with ase. as the e*pert. rendition of services5 can also become classes. Some data can be better recorded as tablesJ some other times you will find that the same data is better recorded as attributes. 2ou can also s+etch and consider the forms and reports that your application will need and how they integrate with the design. 6efragmenting your database and ma+ing bac+ups that could get you up and running should disaster ensue seems appropriate. these changes need to be permitted by the structure of your database. the more the better.5 become classes. #-7))! Now that. as the e*pert.. Now is when you can also try to introduce the features that you didnHt thin+ of before and that can ma+e your application run faster or more efficiently. you are in the privileged position to decide which information is relevant and which not. ut if you are in the tas+ of designing a database. which deserves a chapter of its own. #he other tool for deciding on class e*traction is Normali.g.

AS) #<#O79A/ (A .

that is to say that +nowing the value of any field de)ends on +nowing the value of the primary +ey. #here are several normal forms and in this tutorial we will cover three$ first. we will not deal with the actual content of our tables Iwhich is what we are supposed to do the rest of the time anyway5 but will analy. that each table has the appropriate attributes. potentially creating problems li+e those described above. #ypical problems avoided with proper normali. #herefore.ed by itself -in a table of its own.ation is that of HFunctional 6ependencyH. that is. if we have a compound +ey and one of the fields in it turns out to be superfluous or redundant. <nable to create a record without information from a foreign record.#his concept means that there is one field Ithe primary +ey5 or more fields Ifor a compound primary +ey5 of a record that is3are enough to help me identify any other field Iattribute5 of that record.ation include$ ➔ ➔ ➔ 2 Normali. !any times the vastness and comple*ity of the data in our database obscure this leanness. A +ey concept of normali. itHs =ust a +ey. ecause this is a formal method. then this primary +ey is not a true primary +ey. true primary +eys help me identify -or determine. "learly. y analy.e certain mechanical connections of the primary +ey. #his also means that.Chapter -etting into normal form.we can identify if our data structure is compromised or not and avoid those problems. !any of these problems have to do with deciding if certain data should be organi. a primary +ey has no subset of fields that is also a primary +ey. 6eleting one record will result in other data being lost. .or as fields in a host table. 6ata being repeated in other fields Ior tables5 resulting in possible inconsistent records of data.ation is a formal way to ensure that our tables have a good structure.ing functional dependency -at several levels.all other attributes in a record Irow5. second and third normal form.

9f 9 as+ you to provide a concrete title for a particular author.hillipi@& Pro2e"t &ame Science Fair Soccer coach Art "ontest Science Fair 'e)artment Science 6ept Athletic 6ept Art 6epartment Science 6ept Conta"t 4BB-&@(4 &&F-FD'& C4D-C@DA 4BB-&@(4 3ours (' (A @ (F &' . with info on the boo+s. you have no way for selecting it. 9nclude the primary +ey of the original table as a foreign +ey.5 we are still trying to cram multiple values Ithe name of the different titles5 for one type of information I oo+s written by author5. first normal form solves a problem of functional dependency. 8e already saw other reasons why this is a bad idea. #o e*plain this. Although not immediately evident. 6umas. )ven if we use several columns I oo+(. #hin+ing in terms of e*tracting multivalued pieces of information is very simple and completely e0uivalent to the analysis we did in the earlier chapter with this same e*ample.e the following table$ Tea"her I' mac+ormac'4& . /etHs say that we create a column called H oo+sH and then we cram together H#he "ount of !onte "ristoH. for the record of A. H#he !an in the 9ron !as+H and etc. whether in one field or in multiple columns. oo+4. this problem can arise only when we have a compound primary +ey to identify a record. a table must not try to keep multiple values for a piece of informa# tion.AS) #<#O79A/ !irst normal form. 9t also offers a generic solution$ 9f a table is not in first normal form. as the authorsH primary +ey would have not helped to identify a particular value for the multivalued field.hillipi@& mac+ormac'4& . y definition. First normal form helps us identify this problem. H#he #hree !us+eteersH.. oo+&. 8e would have this situation if we tried to include in the HAuthorsH table all the boo+s written by them. letHs analy. 9n our e*ample. this would result in the creation of the H#itlesH table. According to this rule. remove the multivalued information from the table and create a new table with that information. .econd normal form Second normal form re0uires that a table be in first normal form AN6 that all fields in the table $that are not primary keys% can be identified only by the primary key and not by a subset of it. etc. all separated by commas. and a relationship to the HAuthorsH table.

9 need both bits of information to +now. we need to e*tract the info related to the subset primary +ey I6epartment and "ontact5 and form a new table with them. how many hours have been devoted by a certain teacher to a certain pro=ect. #o solve this.ro=ect Name5 and the info that functionally depends on it I-ours5. #-7))! 9s this table in first normal formG 2es. &f a table is not in second normal form. 9f 9 tell you the primary +ey. it turns out that a subset of it -the . while 9 am thin+ing that #eacher 96 and .ro=ect Name form the compound primary +ey. 6ecomposing the table of the e*ample we get$ Tea"her I' Pro2e"t &ame 3ours Pro2e"t &ame 'e)artment Conta"t and Note that the original table retains the entire compound +ey I#eacher 96 and .e to following e*ample$ &( . for e*ample. /ets restate this in formal parlance$ A table is in second normal form if it is in first normal form and we need all the fields in the key to determine the value of non#key fields. Third normal form Third normal form re'uires a table to be in second normal form A() that you can not use regular fields Ithat is.F7O! N)8 9) #O A6:O"A#) 9N A ON). you need to ma+e sure that only +ey fields determine non-+ey fields.ro=ect name if 9 want to +now the involved department or the contact information. you can identify uni0ue values for the other fields. #o ma+e sense of this. the primary +ey is a compound +ey that re0uires the #eacher 96 and the . #his process is called H6ecompositionH.. including the subset +ey they depend on I. Oops! So. #8O. letHs analy.ro=ect Name.ro=ect Name5. 9n this case. then create a table with these fields and the part of the primary key they do depend on. ut it is also true that 9 only need the . 9n other words. remove the non#key fields that do not de# pend on the whole of the compound primary key.ro=ect Name..is a primary +ey for certain fields in this table. that are not +ey fields5 to determine other regular fields.

notice that there is information about the department that is repeated Idepartment 96 and 6epartment Name5 and could become inconsistent Ie. /et us analy. 9f we later find a record that assigns the number &4 instead.g. it is possible to determine the 6epartment Name by +nowing the 6epartment 96. &. so 9 have no possibility of subset conflicts. && . 9t seems that the Science 6ept. then this table is in first and second normal form. -owever. remove the regular fields that are dependent on the non#key field and create a table with them. left as their primary key. in which we also in# clude the field they depend on Ithe 6epartment 965. we remove the regular fields that are dependent on the non#key field I9n this case. and vice#versa. 9f 9 +now the teacherHs primary +ey Ithe #eacher 965 9 can tell you a uni0ue value for all the other fields. #his way we would have$ Tea"her I' Surname &ame 'e)artment I' and 'e)artment I' 'e)artment &ame 9n formal parlance we have$ A table is in third normal form if it is in second normal form and we cannot use non#key fields to determine other non#key fields. which is not a primary +ey. we remove the 6epartment Name5 and create a table with it. we would have an inconsistency5. including the field they depend on as their primary key. &f a table is not in third normal form. has been assigned the 96 number (@. #he primary +ey is not compound.e this$ (.AS) #<#O79A/ Tea"her I' fsmith'AD mlingC(D syor+&44 Surname &ame Smith /ing 2or+ Fred !ei Susan 'e)artment I' 'e)artment &ame (@ (@ (A Science Science -istory 9f each teacher wor+s for only one department. Further. 9n this case.

. #8O. #-7))! Aiming for simplicit$ An analysis of functional dependency can easily identify decisions in table structure that will create problems sooner or later. you will be using both tools$ Normali. the re0uired reports and the overall purpose of the database. #his is fine. the e*traction of classes by understanding the production processes.ation and content analysis i.ation can help us simplify structure when we are very in love with the table designs we have done and it hurts us to chop them further. Normali..F7O! N)8 9) #O A6:O"A#) 9N A ON). &4 . Notice that some of the decisions made with Normali. And believe me$ simple is better! -owever. e. the +ey roles involved.ation had already been implemented with content analysis. #his shows that both tools have an area of overlap.. in the process of designing your database.

AS) #<#O79A/ &B .

any information that uses te*t is also stored as characters. numbers and te*t. #he decisions you ma+e will affect the performance of your database. they trade memory or speed for accuracy$ "omputations that re0uire more accuracy tend to be slower and use more memory. . -ow many bytes are actually used is fi*ed by the software. it is necessary to review the way computers handle data. e. or . which is a code that is compatible with both AS"99 and <nicode. Some people are confused by the fact that numbers can be treated as characters also. ase will use one or more bytes for each character according to internal calculations.ero or one Ior On and Off. Addresses need both. or 4. 6ifferent ways of storing numbers will re0uire more or less bytes. "omputers have different ways of storing alphanumeric characters.g. it falls short if you want to have access to e*panded character sets$ "hinese or Arabic characters. ase will store alphanumeric characters using <#F-A. Of course. =ust as it would not ma+e sense to calculate the sum of HNH and HOH. 8hen you are building your tables with ase. e. computers handle numbers and characters differently.Chapter &ecording attributes: Are $ou m$ variable/ #he data that you will store in your tables will actually be stored as variables in your computer. "omputers have different ways of storing data. 9n that sense. #o better understand what these options mean and how they affect the way ase handles your variables. #his is not the case when you store the value for a number. . the sign can not be operated mathematically. 8hen ase as+s you the length for a particular record. li+e <nicode. H@H is a sign that represents the concept of seven.F volts and F :olts. For e*ample there is the AS"99 code. when we are only storing the signs Ias opposed to the value for a number5 we call them HAlphanumeric charactersH. <nfortunately.rotocols that allow for lager numbers of characters have been developed. g. Although enough for many applications.hone numbers are good candidates for being stored as characters. 8hether they are letters or numbers. #he unit is called a HbitH and can have one of two values Ithus binary5$ either . you are as+ed what +ind of variables you want to store and are presented with a drop-down menu of options. it is not as+ing the number of ytes you want to allocate but for the number of characters you want to receive. that use more bytes per character. but we store them all as characters. 9n general. 9n general. this limits the number of possible characters that you can use to only &FC. As a character. /etHs see why$ "omputers store information in binary form. Surname of Author. accented vowels Idiacritics5 and things li+e that. that needs only one byte to store a character. it is stored in the same way as the signs HNH or HOH or the letter HAH.

what if you need to store negative numbers.. 9n this conceptual representation a byte is drawn as a bo* with eight spaces. say -@G #he solution for this has been to use the last bit to the left of your byte to represent the sign and use the other seven bits to represent the number. '''''''(P(. we can represent numbers form -(&A to (&@ with this arrangementB. ecause the last bit no longer represents the value (&A but instead wor+s as a flag to indicate if the number is positive or negative... ''''''''P'. So your byte representing five would loo+ li+e this$ ' ' ' ' ' ( ' ( PF 8ith a little bit of math you can figure out that you can represent all numbers from ' to &FF Ithat is &FC numbers in total5 using one byte. B #he binary negative numbers are deduced by a techni0ue called two's complement where ('''''''P -(&A and (''''''(P -(&@.ero or a one$ 0$te: ( ' ' ( ( ' ( ' 0it Since this is a binary numeral system. #his way the machine can subtract numbers by adding a number with the twoHs complement of the other number and not have to attempt really complicated alternative ways of subtracting. each bo* represents a power of two. in the same way our decimal number system assigns successive powers of ten from right to left$ &@ 8hich is to say$ (&A CB 4& (C A B & ( &C &F &B &4 && &( &' #o represent the number five. Now.to form a yte.. '((((((((P(&@ and around again. 9f you need to store numbers bigger than &FF then you need to add e*tra bytes. ((((((('P -&. depending on how potentially big the values that you need to record are. "hec+ the chart below to get and idea.ed in larger groups -usually eight bits. ''''''('P&. #he chart below indicates which options are signed or unsigned and helps you +now the range of values you can store with them. )ach space can hold a . its are organi. ase offers different amounts of byte aggregate options to store numbers. &C . ((((((((P -(. while the bytes that only store positive numbers are called Hunsigned bytesH.AS) #<#O79A/ any of two possible states5. you would need to HactivateH or indicate the numbers for four and one Ibecause four plus one is five5. #his type of bytes are called HsignedH bytes.

9n any event. handle better the divisions. 8ith this information..&F. A oolean number is in fact =ust a bit. ase offers several types of numeric data variables. #hey are the most memory consuming numbers but the only ones that can perform divisions with good accuracy. #heir characteristic is that they can hold very large numbers./ have the same parameters.C(A'44.@D * ('4'A F * ('−4&B  to (. #-7))! Again. it will return$ (. if you need to store values beyond these boundaries. both signed and unsigned and using different amount of bytes.. if you are using two bytes. 8hen you use the -S. if you store A and (' as N<!)79" and then as+ for ('3A. &@ . Table 1! "umeri# Type $ariables: Used for storing numeri# %alues! &ame 'ata ty)e &o# o! Bytes Signed Range oolean #inyint Smallint 9nteger igint Numeric 6ecimal 7eal Float 6ouble yes3no #iny 9nteger Small 9nteger 9nteger ig integer Number 6ecimal 7eal Float 6ouble ( it ( yte & ytes B ytes A ytes No limit No limit B ytes B ytes B ytes ---No 2es 2es 2es 2es 2es 2es 2es 2es '-( ' Q &FF -4&@CA to 4&@CA -&. 7)A/. ase will return (.@D * ('4'A F * ('−4&B  to (./ understands N<!)79" and 6)"9!A/ as one set of interchangeable types of numeric data. &umeri" data varia $es are described by the number of bytes they use and whether they are signed or unsigned. also called H!ost Significant bitH I!Sb5 will act as a flag. On the other hand. you need to add more bytes. you can consider these variables as interchangeable.(B * ('D to &. and we use it to store 2)S3NO type of data. #his is because those variables might behave differently when ase acts as a front end for other database systems. At the least memory consuming side of number storage we have the oolean numbers.4 * ('(A to &. #8O.4 * ('(A <nlimited <nlimited F * ('−4&B  to (./ embedded engine -li+e in this tutorial-. which uses more memory per record. #hese two factors determine the range of possible values they can hold. only the leftmost bit..&. #o be more precise. F/OA# and 6O< /). that is. For e*ample.@D * ('4'A 2ou might have noticed that many numeric variables in ase using -S. also interchangeable. ase using -S.(B * ('D -&. li+e and answer to the 0uestion Hhave you ever been to -awaiiG At the other end there are variables called Hfloating point numbersH I=ust HFloatH to family and friends5 that allow us to store numbers that have decimal places li+e (. 9f you store them as 7)A/. 9n general.F7O! N)8 9) #O A6:O"A#) 9N A ON). you can calculate the range of such a variable. the !Sb will act as a flag and the other (F bits will store numbers..

Not only does this planning save memory but it also ensures that the application will run as fast as it can and will be less prone to brea+downs. that only uses F charactersG #he computer will store H:erneH and BF blan+ characters. but five or ten could be dangerously low. Again. 2ou assign it a "-A7 Ifi*ed5 data type and give it the value of F'. Table 2! Alphanumeri# Type $ariables: Used for storing alphanumeri# #hara#ters! &ame 'ata ty)e . as of the time of this writing. 2ou will notice in the chart below that the different alphanumeric data types can store. ase will only record the first F' characters and ignore the rest. F' characters could seem li+e a waste for surnames. an unsigned byte should be enough and a signed double would be a waste. which is more than plenty. Accepts any <#F A "haracter. 2ou will have to do some research before assigning length values. 9nstead. #e*t Ifi*5 "har &E for 4& bit OS #e*t #e*t :ar "har &E for 4& bit OS :ar "har 9gnore &E for 4& bit OS "ase &A . up to & gigabytes of characters.AS) #<#O79A/ 6onHt be afraid to use all variable types at your disposal. Stores up to the specified length. No padding ISame as long var char5 Stores up the the specified length. Although the number of bytes per character might depend on the code system used Ie. Also chec+ address formats and the length of street names that could show up. 9t accepts any <#F A "haracter Stores e*actly the length specified by user. #he same care should be e*ercised with A$)hanumeri" "hara"ters. 9f you try to store more than F' characters./ they can be considered e0uivalent.a4 $ength 'es"ri)tion !emo /ong :ar "har & E for 4& bit OS Stores up to the ma* length or number indicated by user. 9f your database records the number of children or previous spouses of a person. saving you memory. g. Kust ma+e sure you assign the data type that best describes the values you need to store. 8hat if you enter the name H:erneH. -ere you have some options$ /ets say that you have the attribute HSurnameH. . ase allows you to limit the ma*imum number of characters it will accept for an entry. if you assign the variable type :A7 "-A7 I:ar short for H:ariableH5 and the value F' then the computer will store u) to F' characters and not more <# would only store F characters for the entry H:erneH. #his means that ase will assign a space of e4a"t$y F' characters to store each HSurnameH entry. in -S. AS"99 or <nicode5. "omparisons are not case sensitive but stores capitals as you type them.ads with trailing spaces for shorter strings. 2ou will also note that the parameters are the same for several data types.

6igiti. #-7))! Another important type of variable is the 'ate type. #his in effect means that you could use a ase database to store. minute and second info Stores date and time information (3(3DD or (3(3DDDD Seconds since (3(3(D@' #he Binary ty)e varia $es allow you to store any information that comes as a long string of . the different inary types can be assumed as interchangeable when using the embedded -S. ase will ma+e no attempt to identify the +ind of file you have stored. -owever. anything digiti. photos of the members of a pro=ect or the staff . Again. the ma*imum amount of memory ase will use to store inary variables is & gigabytes. 9n general. #his is to say that it wonHt care if the file is an !. #8O. hour. #he <SA uses the month before the day. #hey are told apart by the computer because the first . #hey are used to store calendar information li+e year. #he only limitation is the amount of memory the file uses. which stores the time of the day$ hour.. month. month and day as it is stored in your computer Iyes. recording all information at once.eros and ones identify the +ind of file they represent Ia K. for e*ample.ed sound uses this format too.5. designed to be the most efficient in storing some or all of this information. Other database systems use the time stored in servers in the 9nternet -which could be more precise. regardless. #he same is true for the Time type variable. be warned that images and sounds tend to use a lot of memory and limit the functionality of your database. 'ate allows you to store year. your computer +eeps trac+ of this.F7O! N)8 9) #O A6:O"A#) 9N A ON).4 file.eros and ones. Timestam) has been designed for this.)E image or an !..g (D$4' hrs. Some countries use the am3pm format while others use the military format Ie. but then they re0uire an 9nternet connection5. minute and second. -owever. e sure to understand the format in which this information is given./ database engine. Table 3! &alendar Type $ariables: used for storing dates and hours! &ame 'es"ri)tion %ormat 6ate #ime #imestamp Stores month. etc.4 or a #9FF and it will happily store it. day and year information Stores hour. for @$4' in the evening5. minute. or sound snippets or voice messages. Finally. At the time of the writing of this tutorial. second and fraction of a second. #hese preferences are set globally when you assign the language for the OpenOffice. 6igiti. day. some procedures might need you to record both the time and day of an event. &D .eros and ones. #here are several types.org suite.ed images use this format.ed is stored as a long se0uence of . Other countries use the day before the month.

Finally.e your resources by spending some time assigning variable types and memory allocations commensurate to the variables you need to record. computers tend to have F(& megabytes. and at the time of this writing./ limits your tables to & gigabytes Iwhich is a lot of memory5 and the overall si. you would not be able to record more information in that table. 2ou would have one table with only one record in it. -S. 8e will not be using this type of variables in this tutorial. &E for 4& bit OS Stores any array of bytes. 9f you had a table with an image that is roughly & gigabytes. sounds. )ssentially they store binary data =ust li+e inary but this time ase pays attention to the beginning of the code so it +nows what +ind of program it is and how to use it. 9n theory.ed Kava ob=ects Q user application must supply seriali. however. there are two variable types offered by ase called O#-)7 and O K)"#.e of your variables and the amount of 7A! in your computer. #hey are used to store small programs that really advanced developers of databases can use in their applications. No validation re0uired. #he number of your reports and the speed in which they are calculated will also be affected by this. reducing the resources available to your ase database. et#!: &ame 'ata ty)e . ( gigabyte or & gigabytes of memory. #his will also help your application run faster.! /ther $ariable types: For storing small #omputer programs in the (a%a language! &ame 'es"ri)tion Other Ob=ect Stores seriali./ database engine. you can ma*imi. #his means that the number of records that you can +eep will be affected by the si. &E for 4& bit OS Stores any array of bytes. data structure and forms and reports5 be in 7A! memory while you wor+ with it. Although this is still plenty for a functional application. No validation re0uired. -p3s. wor+ing with the embedded -S. No validation re0uired. Now you +now! 4' .AS) #<#O79A/ Table ! 'inary Type %ariables: Used for storing files like ()*+s. 9n practice. Table .a4 $ength 'es"ri)tion 9mage inary inary Ifi*5 /ong :ar inary :ar inary inary &E for 4& bit OS Stores any array of bytes Iimages.ation routines Same 1h$ is all this information relevant/ ase. etc5. this includes the forms and reports -but still itHs plenty5. re0uires that all your database Idata.e of your database to A gigabytes Iremember.

formed when the abstractive powers of our mind are able to establish patterns of commonalities among the entities we are wor+ing with. #8O. or 76 !S5. mi4( .e data. why do 9 care about how other database programs handle variable namesG 2ou will discover how much thin+ing goes into designing the tables and their connections. as opposed to the logical name discussed above. 8hat if the code itself. to their logical names. 8e defined a class as a collection of ob=ects that share the same attributes. #o be clear. speed or stability and. A class is a logical relationship. >#able?. 9f this is so. which is why we are tempted to use them interchangeablyJ but in fact they denote different things./ will allow us to use >First Name? but other database applications would re=ect it and as+ us to use >firstRname? instead. For e*ample. you can easily transport it to any database application. #his is the +ind of name we would use in our <!/ diagrams. therefore. "ompared to such effort.. li+e >Kohn? or >"hloe?. which is an e*ample of conceptual or logical data model. which will simplify our wor+ when we start creating forms with ase. A table is the physical e*pression of such a class. A class translates to a table and the attributes conform columns./ database engine. actually building them can seem almost trivial. with which you create the database in ase using the -S. could be transported to other database software as easilyG #his is not always possible because of different physical name conventions. as embodied in the way the database software and hardware actually store. For e*ample.. ase using the -S. for the most part. <nfortunately this does not translate so simply into the names that a database software will allow us to use. >First Name? describes a data entity we are wor+ing with. #he name actually used in the internal structure of our tables is called a >physical? name. /ater on you might want to start using databases that offer you more features. #-7))! 'n logical ames and *h$sical ames #hroughout this tutorial 9 try to use the words >"lass?. ase wor+ing with -S. 8hen thin+ing about the name for our variables it can be useful to differentiate between a logical name for the variable and the physical name used in the application. ecause of this we will be using physical names in this tutorial that are identical. a clear and descriptive name is all we need. Once you have the logical structure. 8e will see this in action in part 999 of the tutorial. Furthermore. >First Name? is the name of the variable that stores the first name of our ob=ects. 9t does not matter if >First Name? is alternatively written >F97S# NA!)? or >firstName? or >firstRname? or even >FRN? as long as we conceptually understand that it references the first name. #his has to do with the way a particular database software has been designed and the conventions accepted then. ase can act as a front end for several different database engines I+nown as 7elational 6atabase !anagement Software./ engine can accept spaces and other special characters as valid characters for names and can also act as caps sensitive as long as you enclose the names within double 0uotes.F7O! N)8 9) #O A6:O"A#) 9N A ON). >Attributes? and >"olumns? as if they belong to different logical levels. 8hen we thin+ about conceptual or logical relationships. #his physical name will have to conform to the conventions imposed by the software that we are using. inde* and organi.

to help +eep the length of variables names short. /etHs get going! 4& . For subse0uent characters use either letters. special characters and capitali. 9nstead separate them with the underscore. B. 6onHt use special characters e*cept for the underscore. if needed. Start all variable names with a letter. 9f you are planning to use ase in this way then you might want to ma+e sure that the software that you will migrate to accepts the variable names you have chosen and properly understands the variable types that you are using. which allows me to use spaces. 4. As you will see soon. <se abbreviations./ embedded database engine. 6onHt use a space between words.ation. #o facilitate porting your design to other database software./ embedded engine to some other database software. 9n this tutorial 9 will focus on the -S. 9n any event. 2ou will see how our e*ample uses some abbreviations.AS) #<#O79A/ grate from the -S. &. numbers or the underscore character. you can conform to the following practices when naming variables$ (. this will facilitate the creation of the forms 9 need for data entry. 8hat short means e*actly will be determined by e*perience and the conte*t of the problem. F.

odeling: A case e3ample Chapter 4: Designing our forms Chapter 5: Designing our reports . Contents: Chapter 2: Data .art 99 #hings you need to do before you code a database with ase..

.

the therapists. After our first Iand very styli. #he clinic receives people loo+ing for psychotherapy services. Our first step as e*perts will be to try and identify the presenting problem. by therapists.ed and lean5 approach we can start to identify some classes we are going to need$ #he .. we want to +now what the needs of our "lient are$ #he "lient needs to record data from his patients and decide if they should be admitted to the clinic. So we need to record info about the patients. 8e will consider the needs of a small psychotherapy center. ecause this is a styli. Now that we have a broad understanding of the process. #his should ma+e our wor+ both challenging and useful. #hen they show up for a number of sessions they. 9n real life this can easily ta+e several meetings or a good chun+ of time devoted to thin+ing about the operations or business processes we will be aiding.will appear 0uite 0uic+ly.atient class. . the Schedule class and the . about their meetings and about the payments. 9n our e*ample we start by as+ing the "lient and learning what is the business about and who the principal players are. -e also needs to +eep info about the therapists. matching them to a therapist and finding an available time slot. Once evaluated and admitted. #hey are usually referred by their medical doctor but not always. or their insurances.ayment class. #he director will then pay the therapists according to the number of patients they saw in a month. their training and other data for ta* purposes. #his e*ample will be of a general nature -in order to facilitate the application of the operations described here into pro=ects of your own. need to pay for. the most important 0uestions -and answers. -e needs to organi. and by patient so he can charge them.e the admitted patients. /etHs apply the phases of database design to a concrete and possible problem..Chapter 6et)s get real7 ! 9n this section we will translate the ideas analy.and of a medium level of comple*ity.ed in part 9 into a concrete pro=ect that should help illustrate how to apply such concepts. they are assigned to a therapist according to relevant training and time availability. so he can pay them. Case +3ample: ow we need a problem. -e needs to +eep trac+ of the performed sessions.ed version of the wor+. the #herapists class. #he director will be the client and you and 9 will be the e*perts.

Second. patients might re0uest a payment plan. allowing them to ma+e -say.is correct. so payment is not necessarily associated with performed sessions. he tells us that. All right. although our first assumption -that patients and therapists will be assigned to a schedule. good we as+ed! Now we +now that the schedule will have to record if the session too+ place or not and if it was properly canceled in order to +eep a tally of money owedJ and that the payments will only be associated with the client and not to the Schedule. as recorded in the schedule. they will ma+e small payments until the debt is complete even if they are no longer receiving therapy. #his way.chedule *a$ment Therapist Now here comes the first problem with assumptions$ #hey can be wrong! So it is always better to as+ about what we are thin+ing instead of ta+ing it for granted$ 8hen we show this diagram to the "lient. our second assumption -that payments are associated to a performed session. 8e can modify our model to reflect this in the following way$ 4C . First.chedule 8e can imagine that a patient and a therapist will be assigned to a schedule and that a payment will be associated with a performed session.is not. So in very general terms we can imagine a structure of connections more or less li+e the following$ *atient .AS) #<#O79A/ *atient *a$ment Therapist .wee+ly payments of a fraction of the cost of the session. patients will have to pay for a session they didnHt show up for if they do not cancel it at least &B hours prior.

#he "lient gives us a list of the information he wants to collect 4@ . 6o we need to collect this informationG #he "lient says yesJ furthermore. although +now the name of it. -owever. every patient needs to have one medical doctor on record. only some patients could need it. along with the medication they are assigned.chedule Therapist 9t might seem li+e a small modification but. #8O. #his shows us that some information is essential while other is not. Now we can see that there is contact info. #he dialog between "lient and )*pert continues$ At what moment is the patient registered into the databaseG 8hen he calls see+ing services or when it is resolved that he be admittedG 8ill all the information re0uested be available at the time that the record is enteredG 9f not. 8e go bac+ to the "lient for more information$ 8e heard that some patients are referred by their medical doctors. needs to be collected. For this reason. not be sure of the dosage... some could be ta+ing medication and.F7O! N)8 9) #O A6:O"A#) 9N A ON). 8e +now by now that the "lient needs to collect info about the potential patient but that he also needs to perform an evaluation of several factors and later ma+e a decision to admit him3her or not. there could still be some information that has not been properly collected from the patients. #-7))! *atient *a$ment .. Others could have forgotten the phone number of their medical doctor and promise to phone later with it. we the e*perts learn that the patients will be registered into the database only after they have been admitted. eing registered in the database is a very important milestone as it mar+s the moment when the patient is incorporated to the clinic and becomes a responsibility of it. this change has ta+en our design in a different direction. which means that the evaluation has already been performed and a diagnosis been madeJ this way there is no need to collect all the information generated by the evaluation or the resolution. at this point in time. evaluation info and resolution info. it is also important to record the date at which the patient is registered into the database. Are there other professionals we need to register for every patientG #he "lient informs us that some patients might also need services by a psychiatrist and that this data. For e*ample.. 6o all patients need a psychiatristG #he "lient informs us that no. at this very early stage in the process. y as+ing the former. what information is essential to decide to register a recordG Iremember the NO# N<// attribute of columnsG5.

he answers. assigned therapist and medical doctor. the e*perts.would be enough to ma+e an entry. And what data is relevant to collect in the payments classG #he "lient wants to +now who made the payment and how much he paid. but later reali. 8e as+ why and discover that being able to get in touch with the patients is very important for the clinic. that it would not be commonly used. #he schedule report should indicate what therapist has been assigned to what patient and in what time slot. #his essential information will later become NO# N<// records. as+ him what happens if it is the therapist who has to cancel a session. the patient should not be billed for that session and therefore. who cancels the session Ithe therapist or the patient5 should also be recorded. After reviewing the paper forms the clinic has been using up to now. 8hat about the schedule classG #he "lient states that he will want to record the time slots the patients are assigned and the therapists they are assigned to. we discover other elements of interest$ Some patients have a home phone number and live happily with that. Other patients have a home number. the assigned sessions to be payed to every therapist. he also wants to record whether the patients came or not to a scheduled session and. address and the diagnosis -proof of the evaluation. a =ob number and maybe even a second =ob phone number. #he clinical reports should contain contact information about the patients. if they properly canceled the session.AS) #<#O79A/ about the patients but also informs us that the name. financial reports and schedule reports. if not. lastly. 8ould he li+e to record the date a therapists is hired or stops wor+ing at the clinicG At first the "lient seems unsure about this info. 8hat reports does the "lient need to ma+eG At first. After thin+ing about this for a while. particularly if an emergency arises. 9n that case. At this point we can use our imagination and identify data that the "lient has not thought of but that sounds important to us$ For e*ample. #his also leads us to the possibility that the "lient could need e*tra contact information to reach the medical doctor and the psychiatrist in case of an emergency. the "lient also tells us that he would li+e to have a summary of all the sessions to be performed ne*t day with the name and contact data of the patients so they can be 4A . 8e as+ the "lient about this but he says that the staff of those professionals will +now how to reach them if needed. a cell or mobile number. the date when the patient is assigned and the date the case is closed. he answers. /etHs continue the dialog between the "lient and the )*pert$ 8hat data do we need from the therapistsG Of course. name and contact information. patient information that includes the total number of sessions performed and the total amount of money payed by him and. their degrees and specialties and ta* information so they can be properly paid. would the "lient li+e to record the date when the payment was doneG 2es. diagnosis. the "lient can thin+ of three principal ones$ "linical reports. 8e. so we only need to record their office numbers.es that it would be proper administration and decides to include that data. As we discovered earlier. Financial reports need to provide information in three different ways$ #he overall number of billable sessions performed in a set period of time. and psychiatrist and medication info if any.

rofessional developers usually present this to their "lients and ma+e them sign a copy. #8O. to develop a database to organi. payments made by individual patients. /etHs see if we can accommodate these re0uests! Now.. for e*ample. all of which helps in fleshing out the classes and attributes we could need. schedules and payments. there is more than one way to organi. A client. 9t provides concise goals and boils down the needs of the client into concrete procedures and final reports. we should sit down and write a formal statement about what the goals or purpose of our database will be. . that stores and maintains information about payments received by them and that stores information about therapists and their 0ualifications. =ust in case this has been going too fast. provide a summary of the most common mental health illnesses.e his clients. that stores and maintains information about services provided. y this 9 mean the functionality that.atients. therapists and to +eep trac+ of payments. 9t also sets a standard of completion$ 8hen our ase application can do what is stated in the previous paragraph then this pro=ect has been completed Iand a new one can be started5. 8e also stressed our own imaginations and offered some ideas. the e*perts.ed the paper forms he currently uses. . 9f you want that we can develop it for you and it will cost you SSS e*tra?. 8ith this wor+ we have identified four main classes$ . including dates of sessions and assigned therapist. -um! "hallenging.ure genius! #he other important thing is that this statement will help us ma+e decisions about data modeling. So far. As you might +now by now.ed the reports re0uired by the client and analy. 8hen clients later complain that the application does not. so good.e the same data.F7O! N)8 9) #O A6:O"A#) 9N A ON). 8e. believe that is possible to provide for the situation and needs revealed in the previous research. 9f one of those options ma+es producing one of the re0uired reports difficult or complicates the collection of information then that is an option we will surely drop in favor of 4D . summary of all services rendered by the clinic for a set period of time and a log of ne*t-day sessions with patient contact info. has approached us. summary of services rendered to individual patients. 2ou can see that this statement is 0uite short and representative of the needs of the client and the information that needs to be collected. the e*perts. therapists. letHs ma+e a summary of what has happened so far. *ossible solution. Now that we have relevant information. So after thin+ing about it for a while we write down that we will develop a database that stores contact and clinical information about patients. they answer$ >8ell. that was not in the initial specification. have in0uired about the way this clinic handles business. we as e*perts. previsuali. sessions performed by individual therapists. #he database will be able to provide the following reports$ "linical summary of patients. #-7))! called and confirmed.. the director of a mental health clinic.

address. the . For the schedule class we will collect the patient. #his should become self evident the more you practice your data modeling s+ills. phone numbers. For the . degree. /etHs not fear this and consider it part of the =ob.ayment classes. -owever. they must all aid in achieving the stated goals. Data . the time slot and whether the session too+ place or not. ta* id number. -owever.and the date of registry. new 0uestions will pop up that will force us to go bac+ to the "lient. we can propose the following attributes for this class$ *atient I Number !"rimary key# Name ate of Birth $ddress "hone number%. iagnosis 'edical octor Name. As we try to conform the classes. psychiatrist and medication -if present. the therapists. their attributes and connections.ayment class we will record the patient. the assignment date. phone number 'edication (ime of registry Any problems with thisG Several. the . 9ntuitively. and to be truly honest. speciali. 8e are now ready to start modeling data. address. #his means that we will need a primary +ey.atient class was connected to the Assignment and the .odeling. we have not cleared all possible 0uestions relating our data. For patients we will want to record$ name.ing and fleshing them out. 9n our initial draft. 8ith the information collected so far. medical doctor. B' .AS) #<#O79A/ an option that ma+es the tas+s easier. the amount and the date of the payment. number&. rethin+ our designs. phone number "sychiatrist Name. include new data or even e*clude some of the data we now find necessary. one or more phone numbers. 8ith the elements collected so far we can start drafting the forms we might need. address. 8e will let ase produce a numeric +ey for each record. etc. date of birth. our goal statement provides a direction and. diagnosis. /etHs star by analy. For therapists. address. whatever changes we do. we will want to record name.atient class and the Schedule class seem the most comple*. number3.ation and date hired.

a set-subset situation and medication needs to be made its own class. 8e can already anticipate that we are going to need a cardinality of$ '. Aha. Our first draft for the .ation to the . three or more different medications. ut there is something fishy about the data for the medical doctor. .atient class we have developed four new classes that relate to it. we are in violation of third normal form here! 8e need to e*tract the data H!edical 6octorH and ma+e a new table with it. <sing <!/ we can describe their relationships as follows$ B( . so there is no way a subset of it could also be a primary +ey. oth ways of thin+ing reach the same conclusion and are.ation here re0uires us to ta+e the phone numbers and produce a new table with the multivalued item and the primary +ey as a foreign +ey. 8ould normali. but by a different route$ people could need one but also two. Notice this.hone(.ed if you imagine this class as a table with several records that have the same doctor.(. Normali.F7O! N)8 9) #O A6:O"A#) 9N A ON). #-7))! !aybe you have already spotted the multivalued information for phone numbers. . reviving the problem of multiple values for one item of information alluded by first normal form.ero. all 9 need is the medical doctorHs name and 9 can tell you the other data. 9f we didnHt do this. medication would have been made a table of its own. #his info also re0uires a table of its own. for e*ample5 that sometimes are populated and oftentimes not. #his is because this table is not in first normal form. we would have an arbitrary number of columns I.hone&. #8O. #his could be better visuali. e0uivalent. and a patient will have at most one psychiatrist. ut 9 donHt need the +ey to +now the medical doctorHs address or phone number. 8e would also be unable to record a fourth phone number if the patient has one. but the medical doctorHs information would be repeated again and again and you could identify it by =ust +nowing the medical doctorHs name. #his is. Something similar happens with medication. again.. which means using optionality . in conse0uence. 9 do need the primary +ey to +now what medical doctor a particular client has. Not all patients need medication. 9 only need the psychiatristHs name and 9 can tell you the psychiatristHs address or phone number... Only the information particular to each patient is uni0ue. Not all patients have psychiatrists. #herefore. All this is solved by e*tracting the phone numbers and ma+ing them their own class.ation spot that medication needs to be in its own classG 2es.hone4. #he other way to loo+ at this situation is to recall the first principle in class formation that states that a class must be about one topic and one topic only. because this class does not have a compound primary +ey. #he same thin+ing applies to the information about the psychiatrist.atient class does not follow this rule and includes other topics li+e medical doctors and psychiatrists. After applying normali. 6o we have problems with second normal formG No.

n5 while several medications could be being used by several patients at the same time In. /etHs add all these elements to the diagram$ (..m5.n *s$chiatrist '.(.n (.n (..(5...AS) #<#O79A/ .atient class was decomposed to form five new classes.edical Doctor (... Aha! n.edication (... although family members could have the same number5.atients will have either e*actly one psychiatrist or none I'..e that one medical doctor could be responsible for several .n5 while phone numbers can be thought as belonging to e*actly one patient I(..n .( *hone umber .edical Doctor *atient *hone umbers *s$chiatrist .. one psychiatrist could be seeing several patients from this clinic I(..edication *atient 8 .( *atient (.n 8hat seemed li+e a simple .n5 but that each patient will have e*actly one head medical doctor I(.n5 but . Similarly. e*actly one or even several medications I'.edication /etHs now thin+ about the cardinalities$ y as+ing our "lient..hone numbers are not a big mystery$ one patient can have one or more phone numbers I(. ma+ing this decomposition was not difficult at all as it only too+ applying the rules of Normali. .( (.atients I(. -owever.(5.. 8hat is the situation with the medicationG 8e already +now that one patient would be using either none.. and using our imagination.m relationships force us to use an intermediate table between "lient and !edication! 8e will call this table "lient3!edication..ation and understanding well the needs of our client and the conditions under B& ..n '..n (.. we can reali.

#o start with.one number. #his happens because the database was not able to capture the gender of the person. For e*ample.ing patterns in phone numbers maybe storing each individual number of the se0uence in its own column would ma+e plenty of sense. a city.. 2et. 9 really disli+e mail that reads$ >6ear Sir3!adam Kohn Smith?. yes. Sure. addresses include a street name and a number. !iss. during maintenance.atient class "onse0uently. 9f we record the name in smaller categories. Some forms will as+ for a prefi*$ !r.unless we embar+ in complicated string manipulation. this is not part of our initial goal statement but that was because we were very ine*perienced then and didnHt +now about the power and fle*ibility of atomi.. 8hat is the definition of usableG #hat will depend on the goals of your database. we could have the option to produce different tones in our letters.. a state and a postal . #8O. #-7))! which business operations ta+e place. 9f the client later as+s us for such statistics. there is no use for me to distinguish between the area code and the phone number and 9 would record them both as one attribute.ing information categories. y storing each in its own attribute we could later. 9ntuition also suggests that this new design is far more fle*ible and reliable than the first one-table draft for a . for someone who is analy. Eenerali. li+e a formal$ >6ear !r.one codes patients tend to come from. 2ou might +now that OO. Smith$? or a more friendly >6ear Kohn$?. the table records the name of the patient as only one attribute. it is useful to me if 9 atomi.atient "lass will be structured in the following way$ *atient I Number !"rimary key# Name ate of Birth $ddress iagnosis (ime of registry Any problem with thisG Again. develop reports that produce statistics that show what cities or postal .e the address information.F7O! N)8 9) #O A6:O"A#) 9N A ON). li+e first name and surname. !rs. 9n the same line. 9 might not be the only one complaining because 9 have seen attempts to solve this. for e*ample. we will be ready to deliver and not discover with dread that our data structure does not support this. it will give us more fle*ibility if we tend to record the smallest unity of usable information. etc.o 8riter allows you to create letter templates with conditional te*t B4 .. Another helpful thing is to include gender information. the new .ing this. 8here 9 live. 9f we later wanted to send mail to the patients we could only use the obviously computer-generated >6ear Kohn Smith$? -for e*ample.

9n fact. it is time to assign foreign +eys. #his means that it will be this table that will receive the patientHs primary +ey as a foreign +ey. BB . the primary +ey of the medical doctorHs table. by definition. For this reason 9 would recommend to include a variable to record the gender of the patient.atient table and also from the !edication table. we can later compile statistics that include gender as a factor.atient3!edication?. as we only have to follow the instructions for first normal form. we have modified the structure of the . name  first name T surname5 and added descriptors Ie.e this by imagining a populated table that repeats all data for a doctor e*cept for the foreign +ey that connects it to a particular patient5. #hese same considerations will be applied to the other classes$ !edical 6octor. recording.ing. etc. 8ith these elements. #his same logic can be applied to the psychiatristHs table. )ven a class li+e !edication can benefit from a descriptor. we will want the patientHs table to receive. and this would not ma+e any sense. this would mean that we would be repeating the medical doctorHs info for every patient that had him as a head doctor Ivisuali. #herapists. 9nstead.g. of course5 or a "-A7 to hold HmaleH or HfemaleH and then use this as a condition to tailor the te*t. it would be creating the +ind of redundancy that we want to avoid because it consumes unnecessary memory and opens the door for inconsistencies.e information Ie. for e*ample. .atient class to the following form$ *atient I Number !"rimary key# )irst Name *urname +ender ate of Birth *treet and number City "ostal code *tate iagnosis (ime of registry Anything missingG 8ell. 8hat about the medical doctorHs tableG 9f we made this table receive the patientHs primary +ey. as a foreign +ey. what we have done is atomi.sychiatrists. what the medications do or what illnesses they treat. Eender info5. #he phone number table is 0uite straightforward. will receive the primary +eys from the . Additionally. #he intermediary table >. Summari. for e*ample$a oolean variable where 'Pmale and (Pfemale Ithis assignment is arbitrary. g.AS) #<#O79A/ that will be printed only if certain conditions are met.

hone Number is a table in relation to the . After this analysis. the related tables will have to following structure$ . ut wait a minute!! -ow come these tables have a phone number attributeG -ow come . 8e can also see the gender descriptors.atient class but is an attribute in these two tablesG #his is dictated by the needs of the "lient..edical Doctor I Number !"rimary key# )irst Name *urname +ender *treet and number City "ostal code *tate "hone number *s$chiatrist I Number !"rimary key# )irst Name *urname +ender *treet and number City "ostal code *tate "hone number OL.. we can see the primary +ey that ase will generate for us. #8O.ation of name and address information.atient class. which ta+es the following form$ *atient I Number !"rimary key# )irst Name *urname +ender ate of Birth *treet and number City "ostal code *tate iagnosis 'edical octor !foreign key# "sychiatrist !foreign key# (ime of registry Applying the same principles alluded so far.F7O! N)8 9) #O A6:O"A#) 9N A ON). #he defining factor is that in one case we need an undetermined number of phone numbers and in the second case we +now that we need e*actly one. #-7))! #his way we +now that the medical doctorHs table and the psychiatristHs table will both re0uire primary +eys and that the patient table will need to store them as foreign +eys. we can finally complete the . in order to handle emergenciesJ but only needs one number from the professionals as their staff will +now how to reach them if they are not immediately available. BF . -e needs to record as many numbers from the patients as possible. we can see that atomi.

Additionally. 9f it were an important piece of information. 9t is not uncommon that databases are made of many.e of its tables. as all the information is relevant only in relationship to the . 9t would be up to you to recommend this or not.AS) #<#O79A/ *hone umber "atient I !)oreign key# Number escription OL. to aid some automatic processes handled by ase. we can see the foreign +ey connecting the phone number with the proper patient. the medication table should not surprise you$ . you could also add the descriptor that records the best time to call.atient table. 8e will use this to record if the number is the home number or the mobile or the office or the second =ob.edication "atient I !)oreign key# 'ed I !)oreign key# BC . Our 0ueries relating phone number will all have the form$ >locate phone number where patient id is such?. 9t records only three attributes but. for e*ampleJ and about everybody also uses a mobile phone these days5. please note that when you are coding your tables in ase using the E<9 Ithat is. even if theoretically this is not re0uired. not from the si. Now wait! ShouldnHt there be a primary +ey attribute hereG Strictly spea+ing. Another thing$ isnHt this a rather small tableG ShouldnHt tables be biggerG 9snHt it a waste to create a table to =ust record two or three attributesG 8ell. this table will always hold -at least. we have seen that the power of relational databases comes from their ability to connect data. 8e can also see a descriptor with the very creative name of >description?.twice as many records as the patientHs table. =ust to +eep things neat. On the other hand. if every patient has e*actly two numbers Ihome and office. 9 am not sure if this table is small.edication 'ed I !"rimary key# Name escription Nor the intermediate . -owever. the graphical interface as opposed to using S. but this didnHt come up in our research. againG 8ith this in mind. 8hoHs small. we donHt need it. but all really very interconnected. etc. in our e*ample all our tables will have a primary +ey. many rather small tables.atient3!edication table$ *atient8./ command lines5 ase will automatically generate a numeric primary +ey in every table.

F7O! N)8 9) #O A6:O"A#) 9N A ON). 8e could as+ the "lient if he really needs this information or not. #8O. After all.atient 96 F /et me stress that when we actually build them. On closer inspection note that the attributes 6ate Assigned and 6ate "losed depend on . -owever. At this point in the game. right! Second normal form.. we need to +now both the patient id and the therapistsH id. the need for this information did not arise in the goal statement and seems more relevant in a database for the psychiatrists.. And if we capture the date the patient started using this medication.ation for compound +eysG Oh. 8hat is the rule of normali. 9snHt this niceGF "ould this table use a descriptorG !aybe we could have recorded the date this medication was assigned and the current dosage. yet is allows us to find all the medications one particular patient is using or all the patients using a particular medication. 9 really need both elements for the +ey.chedule "atient I !)oreign key# (herapist I !)oreign key# ate assigned to therapist *lot date *lot hour *tatus of the session ate case closed -ow are we feeling about thisG 8e can see that in order to identify a slot hour. and +eep this as an historical record for the patient Iand we will be doing this in our final version5. for e*ample. 2ou should also be able to model the #herapistHs table with what you have learned so far! /etHs focus now on the Schedule class. we could also record the date he stopped using it. 9s there anything li+e this hereG For the most part. According to our research and the goal statement we did. B@ .e all these tables in a nice <!/ diagram describing the structure of the classes. all our tables will have a primary +ey in order to aid ase with some automatic functions. a patient needs to be assigned to a therapist from which he can have his case closed later on. #hat rule states that no subset of the primary +ey can also be a primary +ey. you should be able to organi. So this table uses a compound +ey to identify each cell. -owever. who is the one who is really monitoring the medication. connecting primary to foreign +eys and indicating cardinalities. #-7))! #his last table records only two attributes and doesnHt even need a primary +ey. it wor+s here to show that a table with only two attributes is not only possible but also very important and useful. this class should have the following attributes$ . 2et there is this strange feeling that the date of assignment and the space for storing the date the case is closed will be repeated unnecessarily every time a patient schedules a session.

chedule Assignment "atient I !)oreign key# ate assigned to therapist ate case closed "atient I !)oreign key# (herapist I !)oreign key# *lot date *lot hour *tatus of the session #his is much better. 9 could simply add the therapistHs id to the table. of course. hour and status of the session Iwhether the patient came or not or if it was canceled by the therapists or the patient5 depend e*clusively on the compound +ey made by patient id and therapists id. records the date a patient is assigned to a therapist and the date his case is closed. we are going to have to use our imagination to solve this one. Of course. instead. 6ifferent imaginations will come up with different solutions. So 9 will record in the assignment table the patient id and the therapist id along with the dates of assignment and closing.atient 96. ut if 9 do so. and in all honesty. #here is no one rule that helps us here and. #he solution that 9 use includes thin+ing of each assignment as its own entity. some time devoted to thin+ing about this could provide several options. #his would be correct and not affect the structure of the tables. li+e this$ BA . slot date. the therapists id and the slot date and time. -ow do we solve thisG 7emember that 9 said that there is no one way to design a databaseG #his problem will serve as an e*ample of that. #his opens the door for possible inconsistencies that. li+e this$ . #he assignment table. we want to avoid. in turn. #hen in the schedule table. #his table is not in second normal form! Following the rule then. 9 use the assignment primary +ey as a foreign +ey instead of the patientHs and therapistHs id.AS) #<#O79A/ only and not on the compound patient-therapist ids. there seems to be a piece of missing data. data that is functionally dependent only on the patient id +ey. 9 donHt +now you but 9 feel uncomfortable by the fact that the assignment table does not record what therapist was assigned. the assignment and schedule tables will both have the same two attributes of patient id and therapist id. -owever. 8e can see that in the schedule table. we will decompose this table into one table that only has the . 9 also provide each assignment with its own number primary +ey. the date he is assigned and the date the case is closed Iwhich seems proper to call the HAssignmentH table5 and have another table that records the patient id. and leave the slots time and date and the status of the session.

atomi..ation. For the therapistHs table we will start with the necessary data identified by our research and later apply the principles of normali..( . #-7))! Assignment (. )*pect to do all these in your own pro=ects! /etHs finish this e*ercise in data modeling by conforming the #herapist table and the . number&. 9 will only render an initial and a final version. by using our +nowledge of the needs of the client and the way he handles business Icoded in our goal statement5 and now..ation of categories and applying gender descriptors.iring date (ermination date #ransforms into$ BD .n (. number $cademic degree -icense number . #8O..chedule $ssignment I !)oreign key# *lot date *lot hour *tatus of the session $ssignment I !"rimary key# "atient I !)oreign key# (herapist I !)oreign key# ate assigned ate case closed So far we have given e*amples of data modeling by using normali.F7O! N)8 9) #O A6:O"A#) 9N A ON). number3 (a.ation. y now you should be able to describe the reasoning in the changes$ Therapist I Number !"rimary key# Name $ddress "hone number%. by stretching our imaginations and creativity.ayment table.

so that similar circumstances receive the same entry Ifor e*ample. we have determined the structure of each class and their structure of connections. 9 also use H7esultH to record if the chec+ was paid or not and enter a negative number in the amount attribute to reflect that there is still money owed. 9 also created a HNotesH attribute to record special data about the payment. 8e have e*panded our initial draft that included only four bo*es and made the necessary class e*tractions. For instance 9 can record if the payment was done with cash or chec+. 9 should also uniform or restrict the +ind of results 9 can write. number $cademic degree -icense number . we have the data re0uired by the paymentsH table$ *a$ment "atient I !)oreign key# ate and time of payment $mount paid Notes /esult 6ate and time appear as one attribute because 9 intend to use the timestamp data type. Finally. As we will see later.iring date (ermination date (.n Therapist)s (. that records both the date and the hour the record is created.. y now you should have a <!/ diagram li+e the one in the ne*t page.AS) #<#O79A/ Therapist I Number !"rimary key# )irst Name *urname +ender *treet and number City "ostal code *tate (a. and true to data integrity. write H"reditH for every successful payment or H6ebitH for any unsuccessful attempt at payment5. #his way. At this point we have finished the modeling of our data.. F' . it will be easier for the application to simply count the number of H"reditH or H6ebitH outcomes recorded in H7esultH than to count outcomes that have several different ways to state if the payment was successful or not.( umber (herapist I !)oreign key# Number escription Finally. 9 should also ma+e a note to myself and ma+e sure that 9 assign a signed numeric variable to HAmount payedH Isee :ariables 6efinition /ists later in this chapter5. the design can handle Iunpleasant5 e*ceptions to payments.

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it is not a good idea that a therapist also becomes a patient of it. #his e*ample pales when compared to the functionality provided by professional applications in this field. we have not recorded what insurance company is in charge of the patientHs payment. there is a characteristic of the design we have arrived to in this tutorial that could become a problem in a different conte*t. medical billing is a comple* sub=ect in itself. 9n contrast. students that teach need to be paid and ta*es deducted. Our design does this 0uite well as long as a therapist of the clinic is also not a patient of it. Also. this tutorial aims to give you tools to develop more general types of databases. For e*ample. data that is probably not stored in the professorHs tables. we have professors that are also students and students that are also teachers. pay for the courses and receive the same benefits other students do. one of the goals of proper database design is to minimi. For e*ample. 9n these cases. one obvious area for database applications. we would have to repeat this data in the patient table. 9f you remember. by not defaulting normal form. duplicating records. #he same way.e redundancy. by thin+ing through your designs carefully. #eachers that also study need to be enrolled. Now maybe this design ma+es sense in the conte*t of a small mental health clinic where. -owever. by harnessing the power of interconnected tables. most of which have different procedures and time lines. 9f a therapist were also a patient. in any event. most of those e*tra functionalities can be implemented using the same principles described so far$ y understanding the data that your clients need to record and retrieve. 8hy hasnHt this e*ample gone furtherG First of all.can be handled by professional designs. address and phone numbers. gender. ut it could also happen that a director of photography professor enrolls in a producing course. 9f you review the data structure for the therapistHs and the patientHs tables. -owever. by challenging them and by testing and testing and testing them. that is taught at the college level and is based on many years of trial and error by many bright minds tampering with it. A pro design would be able to handle all that. 9t would also be possible that some third year students ma+e some e*tra money by assisting the audio recording professor in the sound lab. opening the chance for inconsistent data and. F& .AS) #<#O79A/ A little bit more: Duplicit$ of roles and super classes. for ethical reasons. in a film school we have students and professors. you will notice that both start by as+ing name. what happens if the patient is a minor or for any other reason has a legal guardian assigned to himG All these +inds of e*ceptions -and more. and re0uire other data that will not appear in the regular studentHs tables. !aybe you have even spotted this potential problem already. #he e*ample that we have developed in this tutorial belongs to the very sophisticated field of medical records and medical billing. ut there are many other e*amples where we could e*pect this duplicity of roles and should be ready for it. not only medical billing.

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9f we record such +ind of person twice, once as a teacher and once as a student, we are duplicating the common records and opening the chance for inconsistent data. 9n cases where a duplicity of roles arises, you might want to thin+ in terms of a super class, a class that stores all the attributes common to the different roles and later relates to them as sub-classes. For e*ample we can create the class H,ersonH, which will have the attributes common to students and professors Iname, address, etc5. 8e then connect this table to the student and professor tables which will record the attributes specific to each role. #his way, one person can be either a student, a teacher or both. /etHs see this in the conte*t of our own e*ample. 8e have the patient and therapists tables. 8hen we analy;e their data structure, we discover that both tables re0uire$ id number, name, address, gender and phone numbers. 8e can e*tract this data to form the H,ersonH table. #he patient table will be left with the following attributes$ a person id foreign +ey, birthday, diagnosis, a medical doctor foreign +ey, a psychiatrist foreign +ey and a time of enrollment. 9n turn, the therapist table would be left with$ person id foreign +ey, ta* number, degree, license number, date of hire and date of termination. #his structural change is summarily reflected in the following <!/ diagram$ *erson
"erson I !"0# Name *urname +ender *treet and Number City "ostal code *ate

*hone

umber

,edical Doctor *atient

(..(

(..(

Therapist
'..(

*s$chiatrist

"erson I !)0# '..( Birthday iagnosis 'edical octor !)0# "sychiatrist !)0# (ime of registry

"erson I !)0# (a, number egree -icense number ate of hire ate of termination

<nless you have a good reason to +eep the subclasses separate, li+e the ethical consideration in the clinic we are deriving our e*ample from, the notion of a super class connected
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to related subclasses is the solution you most often will want to apply when you find duplicity of roles.

Attributes8#ariable definition lists.
Our tables will store the data with variables of which we already +now that there are several types. #hese variables will need names, lengths or memory allocations, maybe an initial value.... #o ma+e a long story short, each variable has a set of characteristics we need to specify. 9n order to ma+e sure that we assign the most economic options and that we are consistent in assigning these characteristics, we will write them down in a :ariables 6efinition /ist. #his ta+es the form of a table where we include the variable in 0uestion, the name we will give it, the data type it belongs to, maybe an initial value if it needs one and any other remar+s you might want to remember about them. #his is a table that we -and not the computer- will be using, but that will ma+e coding our application with ase much easier. 8e will see later that itHs possible to give our variables initial values that will be automatically populated by ase when a new record is created. #his is useful when you want to store a value by default which will remain true until it is modified. 9t is also possible to create conditions that ase will loo+ for before accepting data. For e*ample, you can as+ that ase chec+ that the variable >Start6ate? is always older than >)nd6ate?. Or that the variable >Eender? only accept the values H!aleH and HFemaleH. /astly, it could be possible that we use arbitrary code conventions in the code Ili+e 'Pmale, (Pfemale for oolean variables5. #hese +inds of elements should be made e*plicit in this list. /etHs write down the variables definition list for the ,atient class$
Patient C$ass 5aria $e 'e!inition Lists &o# ( & 4 B F C @ A A (' (( (& (4 'es"ri)tion and &ame 96 Number First Name /ast Name Eender 6ate of irth Street and No. "ity ,ostal "ode State 6iagnosis !edical 6octor 96 ,sychiatrist 96 #ime of registry 5aria $e Ty)e 9nteger :ar "har :ar "har "har 6ate :ar "har :ar "har :ar "har :ar "har :ar "har 9nteger 9nteger #imestamp Initia$ va$ue ( )mpty )mpty )mpty )mpty )mpty )mpty ''''' N2 )mpty )mpty )mpty "urrent date Remarks <ni0ue, auto increment /ength P &F chars Not null /ength P &F chars Not null Accept only Female3 !ale Format$ mm3dd3 yyyy /ength P F' chars /ength P &F chars /ength P F /ength P & /ength P C' Not Null Foreign Ley Foreign Ley mm3dd3yyyy $ hh3mm3ss

FB

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y now you should be able to understand all the information in this table. 8e have used an 9nteger data type for the patient id number, which is a signed B byte number with a range wide enough to store many patients. 8e are also writing the remar+ that this attribute should be uni0ue to each record and should increment automatically for every new record, something that ase will do by itself. -owever, you need to code this - ase will not guess what your intentions are- so it is good practice to write this down so we donHt forget about it. For Name and Surname we use :ar "har. :ar "har means that this attribute will store up to the &F characters we have specified, or less depending on how many are really typed. Also notice the attribute of Not Null, ma+ing this a re0uired field in order to ma+e an entry, as re0uested by our "lient. #he gender has been assigned a "har data type that will only accept H!aleH or HFemaleH as valid entries. 6ate of birth has been assigned a 6ate data type and we ma+e note of the format used to ma+e sure we donHt get confused later. #he postal code has been assigned a :ar "har data type. "ould have 9 assigned this variable a Small 9nteger data type -that uses only two bytes per record- instead of :ar "har that will use at least FG 2es, you could have. Kust bear in mind that if you do so, the general address information and postal code will belong to different data types so you donHt mi* them in ways that the application might not understand, Also, remember your choice so you donHt attempt string manipulation on a variable that is of the numeric type. 9 have also assigned an initial value for the State attribute that the "lient would most commonly find in the geographical area where the clinic conducts business, so they donHt have to type it every time they create a new record. Finally, 9 made sure to ma+e e*plicit that the values for medical doctor and psychiatrist are foreign +eys. #his reminds me that they have to be made of the same data type that they will be assigned in their own tables. 9n general, all auto-generated primary +eys will be an 9nteger type. Notice that the second column in the table is called >6escription and Name?. #hat is because -in this case- the conceptual and physical names coincide. 7emember that in other cases this would not be possible or desirable. For e*ample if you are planning to port the database structure to a software that does not allow spaces in names then for variable number (( the +ariable )escription could be something li+e$ >!edical doctor 96 number Iforeign +ey5? while the +ariable (ame would have to be something li+e >mdRid?. 2ou will see that the S./ commands that we will use with ase to actually create the tables translates almost directly from this "lass :ariable 6efinition /ist. As an e*ercise, you could now write the variable definition lists for the other tables! Now that we have the design of our database, letHs chec+ the forms and reports that we will want to use with it.

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sychiatrist$ U U %igure 6: Patient in!ormation entry data !orm# .dd. Persona$ In!ormation: First Name$ /ast Name$ Eender$ 6ate of irth$ !ale Female $mm.e the forms for data entry the way we envision them for the database design in this e*ample. 9t is possible that the final forms will not loo+ e*actly li+e these ones Ialthough with some wor+ it can be done5 but they need to have the same functionality. After you have completed this tutorial you will be much better in guessing the finally layout of the forms for your own applications.Chapter The forms " /etHs now analy.yyyy% Conta"t In!ormation: Address$ "ity$ . /etHs start with the form for patient information Ifigure (5.ostal "ode$ State$ N2 U Phone num er C$ini"a$ In!ormation: Assigned diagnosis$ -ead !edical 6octor$ .

sychiatrist tables. . this is some +ind of dynamic form that is created based on previous entries. Note that for entering the gender 9 do not need to write anything at all$ not >male? or >female? nor >!? or >F?. will receive the first name. #his automatic registry will not be noticed by the user Isaving him time5. ecause the form will have to read from the database to identify all available !6s or psychiatrists. 6rop-down lists allow us to ma+e sure that the data entered belongs to a predefined set of optionsJ but unli+e H!aleH or HFemaleH we will not +now before hand what these options will be. /i+e 7adio buttons. nothing. For now. but is fundamental for the design to wor+. the developers of these forms. #he form we use will have to allow us access to both. ut that e*tra wor+ will simplify our data entry and will ma+e sure we only enter values within a set e*pected by our design. what ase needs to record is actually the primary +ey of the !6 as a foreign +ey in the patientHs table. ut this solution is not completely satisfactory and we will learn of better ways ase has to handle this. but they will pay with better performance. "ontact 9nformation. which will ta+e an e*tra effort. 9 will suggest this connection between the two tables with a button that calls the phone number entry form for each number we want to enter. #he 6rop-down lists will be populated from the entries made to the !6 and . FA . 8hat happens if the !6 of the patient has not been entered yetG 9t will not be available as an option from the drop down menu so ma+e sure that you enter the professionalHs data first. surname and date of birth with te*t bo*es. also has some interesting features$ Notice that the assignment of a !6 or a psychiatrist is done from a drop-down list. Also notice that the form will provide the name and surname of the !6 but. 8e will see how all this is done! Of course we. #he first bo*. will have to program these functions. once we identify and chose one. has an interesting feature$ 9f you remember. #he third bo*.ersonal 9nformation. All 9 have to do is clic+ on the appropriate radio button. our design calls for an undefined number of phone numbers for patients. 8e also are going to need to program this form so that it automatically associates the phone number to the primary 96 number for the patient being recorded. "linical 9nformation. Of course this means that we are going to do some e*tra wor+ when we actually develop this form. the table where we store patient information and the table where we store phone numbers. for instance5. #he e*tra wor+ to accomplish this ensures that this information is entered without errors that could ma+e it difficult later to identify the data properly Idifferent or wrong spelling. for which we have a dedicated table. #he second bo*.AS) #<#O79A/ 9 have divided this form into 4 components to aid our analysis.

#8O.edi"ation None recorded New !edication$ 'osage Start date 6ate of irth$ <dob> End date !edication name$ 6osage$ Start date$ )nd date$ U %igure 7: . the form will provide options with drop-down lists populated from records in the database. #he Assignment Form Ifigure 45 is one of my favorites because it seems so simple. we eliminate errors in spelling. First. but many things are happening under the hood aside from being crucial for the wor+ing of the database.atient Name$ <patient name> 3istory o! .edi"ation use: . #-7))! . 9f you remember.and be associated with a particular patient Ifigure &5. then this date registry could also have the authority to establish a time line. #his form assumes that the database design will record dosage and the date the medication stared and ended.F7O! N)8 9) #O A6:O"A#) 9N A ON). #his will be done automatically by the form Iwith lots of help form our programming5.atient Name$ Assigned #herapists$ U U %igure 8: Assignment !orm FD . 9f the final user does not have access to the code or to modifying this record.. it is also very important that we record the date of this assignment.edi"ation Assignment !orm #he form for medication assignment also needs to be populated with data from previous entries -li+e medications entered in their own table. so the user does not need to concern himself with remembering what date is today. #his will ensure that only recorded patients be assigned.. .uite cool! . Note that the name of the medication will be pic+ed from a drop-down list that will be populated from records in the medication table. notice that the form =ust loo+s to pair a patient with a therapist. and because this is a point and clic+ operation. -owever.

0 A1. Note that all data about the file is populated by the form. 1% C' . #he purpose of this form is to set the date for a future appointment. Name$ <patient name> #herapist$ <Therapist's name> 6ate of ne*t session$ -our for ne*t session$ %igure 1: S"hedu$ing !orm #he last relevant form is the Follow-<p 7egistry Ifigure C. #he user will input date and time of ne*t session. #he form will provide the name of the patient and the name of the therapist. 8e will be using very cool tools provided by ase to enter date and time information. ne*t page5. / -. For entering the closing date we will use a special gadget that allows us to enter dates with the ease of point and clic+ and thus minimi. -ere is where the user records whether the patient came or not or if the session was canceled and by whom. the therapist assigned and the date and time when the session was supposed to ta+e place. $mm. yyyy% $-.AS) #<#O79A/ For closing a case we could use the form in figure B.e errors in format and even in content. dd. the form offers =ust B radio buttons of which the user must chose only one. elow. #hat will be a simple clic+ but will allow comple* calculations that have to do with generating bills and payments. #he form will indicate the name of the patient. which have been assigned previously. Name$ <patient name> #herapist$ <therapist's name> 6ate Assigned$ <date assigned> "losing file date$ %igure 9: %i$e C$osing !orm #he Scheduling Form Ifigure F5 re0uires elements that we have already discussed.

atient "anceled #herapists "anceled -our$ <hour> %igure :: %o$$ow0U) Registry #o sum this up. /etHs now ta+e a loo+ at the reports we would want our database to be able to produce.lease note that other re0uired forms Ili+e the forms for the !6s or the psychiatrists.atient did not show up .erformed . C( .. the forms that we need to create will receive and understand input from radio buttons. . drop-down lists and other automated gadgetsJ and most of these drop-down lists will be dynamically generated based on data previously recorded in the database. #8O.e data entry errors but will also ma+e these forms easier to use for the user. #his way we can not only minimi.F7O! N)8 9) #O A6:O"A#) 9N A ON). #-7))! Name$ <patient name> #herapist$ <therapist's name> 6ay$ <date> P$ease mark one: Session . for e*ample5 are not described here because they re0uire features that have already been identified..

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2... !yyy# yyy2yyyy !444# 44424444 ... Summary of all sessions performed by a particular therapist in a specified period of timeJ B..Chapter The reports # 9n the specification made earlier we identified at least five reports that the database needs to generate$ (........ "linical summary. which displays the patient information and the clinical information for each patientJ &..... with contact data so someone can call and confirm the appointment............ Summary of all sessions performed by the "linic and all payments received in a specified period of timeJ and F. /etHs review them in more detail$ (. which lists all patients that have scheduled a session for a specified day....ome number 3ork Number Cell Number *ate1 <state> +ender1 <gender> "hone Numbers1 5555555555555555555555555555555555555555555555555555555555555555555555555 ...... *atient Information: ate1 <today's date> Name1 ate of birth1 $ddress1 City "ostal Code <Name Surname> <dob> <address1> <city> <zip> !................# ...... which displays the history of sessions Iwhether they happened or were canceled5 and the history of payments performed in a specified period of timeJ 4.......... -istory of services and payment summary.... Ne*t day Schedule confirmation table. "linical Summary$ ...........

7 >3: >3: >3: >7.ntil1 798%&8&7%& ate of termination1 acti6e "sychiatrist1 'edications1 "ro4ac 7. Finally. #he most recent medications are listed first.8day (el. Also.AS) #<#O79A/ Clinical Information: ate of admission1 <date of admission> (herapist1 iagnosis1 .ummar$ rendered between <date1> and <date2> ate1 <today's date> Name1 <Name Surname> ate of ser6ices1 ate1 7=8%&8&7%: 7=8%98&7%: 7=8&?8&7%: 798738&7%: 798%78&7%: 798%@8&7%: 798&A8&7%: 798378&7%: *tatus1 No *how "atient Canceled "erformed "erformed "erformed (herapist Canceled "erformed "erformed <alue1 >3: >7. . medication history and assigned diagnosis.atient history of services and payment summary$ RRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRR *atient 9istor$ of . Notice that if there is no date of termination. the form will write$ >#oday?. the report will write >Active?. psychiatrist. .1 <phone number> )rom1 798%&8&7%& until1 (oday .1 <phone number> (el. if a medication has no termination date. notice that the report ends with a line under which we write $ >)nd of "linical Summary?. so we +now that the report is valid up to that day. #he purpose of this is that.7 >3: >3: 555555 (otal1 >&%7 ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: CB .: mgrs8day )rom1 7:8&38&7%& 5555555555555555555555555555555555555555555555555555555555555555555555555 +nd of Clinical . if this report had more than one page. &.ead octor1 <Therapist> <diagnosis> <medical Doctor> <psychiatrist> $bilify &7 mgrs.icture yourself producing several of these reports and you can see why a clear end li+e this could be useful.ervices . 9n the same line. notice that this report states todayHs date in the upper right hand corner.ummar$ #his report lin+s a patient 96 with all contact information and the corresponding phone numbers. you can easily find where it ends. !6.

7@8378&7%: <lastone> "erformed >&7 55555 (otal *er6ices1 >%&7@ +nd of Therapist)s .ummar$: ate1 <today's date> (herapist1 <Therapist> rendered between <date1> and <date2> ate 7@87%8&7%: 7@87%8&7%: 7@87%8&7%: 7@87%8&7%: "atient <surname> <other> <andother> <yetother> *tatus No *how "erformed "erformed Canceled <alue >&7 >&7 >&7 >7.ummar$ CF .ummar$ "ayments /ecei6ed on1 7=8&?8&7%:2%31371&& 798738&7%:2%313A1:3 7987@8&7%:2%%1%&133 798%78&7%:2%313&1A% 798&A8&7%:2%313@1%& 798378&7%:2%31&913A total ser6ices amount1 >&%7 2 total payments1 >&7: B 2>: 5555555555555555555555555555555555555555555555555555555555555555555555555 +nd of *atient 9istor$ of .7 and so on. #herapistHs summary$ 5555555555555555555555555555555555555555555555555555555555555555555555555 Therapist)s .ervices . #hen a balance is calculated.ervices ... 8e also display the date the 0uery is run and terminate the report with a clear notice. . #he amounts are added.atient and date information are repeated to simplify lecture Imaybe this gets to be a long list5. 4. #8O.. #-7))! *a$ment 9istor$ Name1 <Name Surname> as of <today's date> $mount1 >3: >3: >3: >3: >%7 >:: 55555 (otal "ayments1 >&7: 5555555555555555555555555555555555555555555555555555555555555555555555555 0alance .F7O! N)8 9) #O A6:O"A#) 9N A ON).ervices .ummar$ #he report renders all sessions scheduled in the top half and all payments made in the bottom between a specified time window Ithat is.. between <date1> and <date2>).

ervices #his report has two components$ First it states all sessions performed by all therapists Iin alphabetical order5 in a selected time range. B.7 555555 (otal *er6ices1 >:@77 5555555555555555555555555555555555555555555555555555555555555555555555555 ..AS) #<#O79A/ #his report is built with all scheduled sessions for a particular #herapistHs 96 and a time range. etc5 and the value charged to the client. #he second component lists all payments made for the same time CC . 6ate and end of report are also clearly identified. #he H:alueH column has a total sum at the bottom.ummar$ of *a$ments: rendered between <date1> and <date2> "ayment /ecei6ed Cn1 798%:8&7%:2%31371&& 798&&8&7%:2%313A1:3 etc. alphabetically ordered by the surname of patients.? this is =ust something 9 wrote so that you get the idea. "linicHs summary of services rendered and payments received$ 5555555555555555555555555555555555555555555555555555555555555555555555555 Clinic)s .. within the same date.ervices rendered between <date1> and <date2> ate 798%:8&7%: 798%:8&7%: .. #he list is chronologically ordered and. 798%:8&7%: 798%:8&7%: . for <Bpatient> 798378&7%:2%31&913A etc. for <Apatient> 798%?8&7%:2%%1%&133 798&38&7%:2%313&1A% 798&A8&7%:2%313@1%& etc.. #he form includes the status of the session Iperformed..ummar$ of . #he report would never write >and so on. canceled. (herapist < therapists> < therapist> <!therapist> <!therapist> *tatus No *how "erformed "erformed Canceled <alue >3: >3: >3: >7. #he ellipsis represents a continuation of the list of events..ummar$ of . for <Cpatient> By "atient <alue1 < patient> >3: < patient> >3: <!patient> >3: <!patient> >3: <!patient> >%7 <"patient> >:: 555555 (otal "ayments1 >:?@7 5555555555555555555555555555555555555555555555555555555555555555555555555 +nd of Clinic)s .

A sum of all payments is also done at the end of the H:alueH column. Ne*t day Schedule confirmation table ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: !uture . F. #his report will list every patient scheduled for the specified day. #he final layout of the actual reports we will build with ase might not be identical to these drafts but will need to include all the information and the logical elements described here.: <phone number># $<phone number>% Therapist:<therapist> Time slot: <hour> : /e2scheduled for1 55555555555555555 ame of patient: <name surname> Therapist:<therapist> Time slot: <hour> : /e2scheduled for1 55555555555555555 ame of patient: <name surname> number>% Therapist:<therapist> Time slot: <hour> : /e2scheduled for1 55555555555555555 : Confirmed : Canceled : Confirmed : Canceled Tel. 9n the same line. #-7))! range.F7O! N)8 9) #O A6:O"A#) 9N A ON).: <phone number># $<phone : Confirmed : Canceled Tel. it will provide you with all the tools you need for ma+ing them.: <phone number> 5555555555555555555555555555555555555555555555555555555555555555555555555 +nd of Confirmation Table #he bo*es will have no other functionality than letting the user of a printed version of this report chec+ the result of the confirmation.. 9t would be a good e*ercise if you do! C@ . although this tutorial will not produce all of these reports. ordered by patientHs surname and chronology of paymentJ and includes the timeestamp and the actual values payed by them..essions Confirmation Table !or Date: <selected day> ame of patient: <name surname> Tel. #8O.

8e have also built variable definition lists for all tables. #his might seem less glamorous than creating the tables by using the graphical interface IE<95./ commands. etc. as you have seen. we have promised to cover a lot. Our first step will be to actually build the tables. we will produce the reports that. drop-down lists. also focus on advanced functionalities. 2ou can do this with the graphical user interface of design mode.AS) #<#O79A/ Turn on the computers 8e are finally ready to sit in front of the computer and create our application with ase. All the thin+ing about our particular database has been done so now we can focus on the comple*ities of coding it with ase. we +now the forms that we need and we +now the reports that we want. forms that need to access two tables and lin+ records. with the help of the wi. 8ell.ard or by coding them with S. 8e have a database design. #his is because these reports not only retrieve particular records that depend on e*tra information only available when you re0uest the report Ili+e the name of a particular client or a time frame of performed or paid sessions5 but also offer summary information./ commands. 8e will then build the forms for this database with all the comple* functionality our design calls for li+e radio buttons. but you will 0uic+ly notice how it is as easy and avoids some limitations of the E<9. /etHs get started! CA . Finally. -owever in this tutorial we are going to create our tables using S. #here are e*cellent tutorials that e*plain how to build your tables using the first two methods and 9 truly hope that you study them.

Chapter >: *roducing ?ueries. Chapter 1@: Creating reports Chapter 11: .<6 Chapter =: *roducing our forms..art 999 #hings you need to do while coding a database with ase. Contents$ Chapter .aintenance of the database .: Creating tables in 0ase with .

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y selecting >new database?.org. 8ith all confidence. therefore. 8hat it does mean is that other applications of OpenOffice. ehG One third down the page you can see a hori. so leave the default and hit >finish?.ueries? in the first column.org suite.ueries. First the wi. . #he bigger column offers the different options available to you. #he first one gives you access to the tables in your database and the tas+s that you can perform on them. a brief description of the tas+ under the mouse cursor.ard pops up. #he small one to the right describes the steps the wi.ontal gray bar with the te*t >#able?. then clic+ on that? instructions that we provide. 2ou will see B icons with the following te*t. ecause we have not built any tables so far this section is now empty.ard.retty nice. Now itH-s time to turn on the computer. correspondingly$ #ables. #here is where the name of each table you build will be stored. 9f you position your cursor on top of any of these tas+s. to produce and print labels. li+e 8riter or "alc.<6 $ At this point we have a <!/ diagram of our database. complete with tables and connectionsJ we have the corresponding table definitions lists. Eo ahead! 9n fact. "lic+ the >#ables? icon and you will see the available tas+s appear in the second column. 9f you now clic+ on >. elow the menu bar and the tool bar you will find the screen divided in 4 columns. 8e will not be using the tables wi.ard will wal+ you through. will be able to interact with it -for e*ample. we have a design for our forms and a design for our reports. #a+e your time and study the screens and dialog bo*es with the aid of the descriptions made here. )ach page offers you the available tas+s. in your own computer. will be aware of the e*istence of this new database and. ase will wor+ with the embedded -S. most of the te*t in this part will not ma+e much sense unless you are following the >clic+ on this.ard as+s you if you want to create a new database. . Now the database interface opens. chose a name for your database and save. ase as+s us first if we want to register the database with OpenOffice. #he first one to the left is very narrow and has the heading$ >6atabase?. -eneral 'verview: #he first thing that you will notice when you open ase is that the 6atabase 8i. #his doesnHt mean that your information might be accessible to other fol+s using or developing the OpenOffice. you are ta+en to the 0ueries page./ database engine. mar+ >yes?. . Forms and 7eports. so that you can access any of them by clic+ing on it.org.Chapter Creating tables in 0ase with . and the bottom section that stores your wor+. #he interface has two columns. 9n the second step ISave and proceed5. For the last step. open a previous one or connect to an e*isting database. a description of what they do appears in the third column. and so on for Forms and 7eports.

/ commands. 2ou will have to type the complete following set of instructions. "lic+ on >#ools? and then on >7elationships.org/servlets/ProjectDocumentList?folderID=778 8hen you enter the instructions. Creating tables and relationships with ./ Statement? window opens.<6 commands. a complete list of the tables you have created will appear in the lower section of your screen./ 0uery that does not start with >S)/)"#? made in the . 2ou can see that the third tas+ is >"reate . ase will report an error for any S. #his will run your commands and create the tables./?./ commands in this window do modify your data and do not need to start with the instruction S)/)"#. #his is because they have more attributes than the number that can appear in the default si. 2ou can also reposition the bo*es so that the tangle of lines connecting them becomes @& ... #he >)*ecute S.?..ueries page. /etHs now move to the >#ables? page. ase accepts S.ay attention to 0uote signs./ :iew. the difference is that the wi. 2ou can read=ust their si.. the window will inform you that the instructions have been e*ecuted./. #his instruction does not modify Ior create or delete5 your data or data structure in any way. For e*ample.e for the bo*es. #his is where we will type the instructions to create the tables.AS) #<#O79A/ 2ou will see that there is always more way than one to do the same tas+ in ase.?. which gives you the most fle*ibility and control. 2ou will find a cursor blin+ing at the >"ommand to )*ecute? bo*. Other than that there will be no visible signs on your screen./ instruction >S)/)"#?.ard to "reate #able? Iin the #ables page5 both allow you to create tables for your database./ is for creating 0ueries.. which is where you should be now. efore analy. S. 9n this tutorial we are going to use S. 2ou can also copy and paste these instructions from the lin+$ http://documentation./ commands in two distinctive windows$ #he most common application of S. #o reach it clic+ >#ools? at the menu bar and then clic+ on the option >S. After a few seconds. 2ou still have a third option for doing this$ S.ation and synta*.uery in S. /etHs analy. . For creating tables we will need another window for S. capitali.openoffice.e this for a moment.ard will ma+e the tas+ easier while 6esign :iew gives you more fle*ibility. it =ust displays the available data in the fashion you specify with the >S)/)"#? command./ instructions that have =ust created your tables. I2ou can also try e*iting and re-entering the >#ables? view5.ueries? page. 2ou will see a long line of bo*es and some lines connecting them. >"reate #able in 6esign :iew? and ><se 8i.ing the S. For this reason. the >)*ecute? bo* highlights.? ne*t to an icon that reads >S. Some bo*es have scroll bars. clic+ on it. 9f you now go to the >:iew? menu and clic+ on >7efresh #ables?. 9n this case. #ry this now./ instructions. done in the >. 8e will start by creating the tables./ commands to build them. 8e will see later that 0ueries start with the S. 9 want to show you that the relationships between them have also been created. )ach bo* is a table and their different attributes Icolumns5 are listed inside. 8hen you are done..es Iwidth and height5.

a dialog bo* pops up where you can set 6elete options as they were e*plained in page ('. */-STS0 +(ayment+ -./ instructions that ma+e all this possible.edication+ -. 2ou will also notice that these lines connect the primary +eys Iindicated with a small yellow +ey symbol5 with the foreign +eys and display the corresponding cardinalities Ialthough simplified5. */-STS0 +Therapist+ -.irst Name+ 9 &"6 &12:) N'T N4))# +Surname+ 9 &"6 &12:) N'T N4))# +2ender+ "6 &1.edical Doctor+ 1 +-D Number+ -NT*2*& 2*N*& T*D !3 D*.. #-7))! easier to read. it should appear =ust li+e the <!/ diagram in our e*ample. &3 8*3# +. by the time that you finish tidying the relationship view. */-STS0 + ssignment+ -. #8O. */-STS0 +. */-STS0 +Schedule+ -. &3 8*3# +.e them together afterward$ D&'( D&'( D&'( D&'( D&'( D&'( D&'( D&'( D&'( D&'( D&'( T T T T T T T T T T T !)* !)* !)* !)* !)* !)* !)* !)* !)* !)* !)* +(atient . #a+e the time to read through this and see if you can derive any sense from it.)# +Street and number+ 9 &"6 &1:7)# +"ity+ 9 &"6 &12:)# +(ostal code+ "6 &1:)# +State+ "6 &12)# +(hone Number+ 9 &"6 &117) )0 "&* T* T !)* +. */-STS0 +.e the S.irst Name+ 9 &"6 &12:) N'T N4))# +Surname+ 9 &"6 &12:) N'T N4))# +2ender+ "6 &1. */-STS0 S -D*NT-T31ST &T 5-T6 7) N'T "&* T* T !)* +(sychiatrist+ 1 +-D Number+ -NT*2*& 2*N*& T*D !3 D*. */-STS0 +(sychiatrist+ -.. &3 8*3# +. */-STS0 +Therapists Number+ -. =ust li+e a <!/ diagram. 9f you right-clic+ on these lines and select H)ditH. 4)T N4)) (&-. */-STS0 +(atient+ -. */-STS0 +(hone Number+ -.edical Doctor+ -. 8e will analy. /etHs analy.edication+ -. 4)T N4)) (&-.)# +Street and number+ 9 &"6 &1:7)# +"ity+ 9 &"6 &12:)# +(ostal code+ 9 &"6 &1:)# +State+ "6 &12)# +(hone Number+ 9 &"6 &117) )0 "&* T* T !)* +(atient+ 1 +-D Number+ -NT*2*& 2*N*& T*D !3 D*. 9snHt this fineG 9n fact.)# +Date of !irth+ D T*# S -D*NT-T31ST &T 5-T6 7) N'T S -D*NT-T31ST &T 5-T6 7) N'T @4 .F7O! N)8 9) #O A6:O"A#) 9N A ON). 4)T N4)) (&-.irst Name+ 9 &"6 &12:) N'T N4))# +Surname+ 9 &"6 &12:) N'T N4))# +2ender+ "6 &1.

&3 8*3# +(atient -D+ -NT*2*& N'T N4))# S -D*NT-T31ST &T 5-T6 7) N'T @B .*ST .'&*-2N 8*3 1+Therapist -D+) &*.)# +Street and number+ 9 &"6 &1:7)# +"ity+ 9 &"6 &12:)# +(ostal code+ 9 &"6 &1:)# +State+ "6 &12)# +Ta= number+ 9 &"6 &127)# + cademic degree+ 9 &"6 &12:)# +)icense number+ 9 &"6 &11:)# +6iring date+ D T* N'T N4))# +Termination date+ D T*# "'NST& -NT +"8<T6(<2ND&+ "6*"81 +2ender+ in 1 '.8<( T<(6N .8<( T<D'" .irst Name+ 9 &"6 &12:) N'T N4))# +Surname+ 9 &"6 &12:) N'T N4))# +2ender+ "6 &1. 4)T S -D*NT-T31ST &T 5-T6 7) N'T N4)) (&-.edical Doctor -D+) &*.ale'# '.<DT+ "6*"81 +Termination date+ > +6iring date+ ) )0 "&* T* T !)* +Therapists Number+ 1 +(hone -D+ -NT*2*& 2*N*& T*D !3 D*.'&*-2N 8*3 1+. &3 8*3# +.AS) #<#O79A/ +Street and number+ 9 &"6 &1:7)# +"ity+ 9 &"6 &12:)# +(ostal code+ 9 &"6 &1:)# +State+ "6 &12)# +Diagnosis+ 9 &"6 &1.*&*N"*S +(sychiatrist+ 1+-D Number+)# "'NST& -NT .emale' ) )# "'NST& -NT +"8<T*&. 4)T N4)) (&-.8<( T<(S3 .(# "'NST& -NT +"8<( T<2ND&+ "6*"81 +2ender+ in 1 '.*&*N"*S +.emale' ) )# "'NST& -NT .'&*-2N 8*3 1+(atient -D+) &*.edical Doctor+ 1+-D Number+) )0 "&* T* T !)* +(hone Number+ 1 +(hone -D+ -NT*2*& 2*N*& T*D !3 D*.edical Doctor -D+ -NT*2*&# +(sychiatrist -D+ -NT*2*&# +Time of registry+ T-.*&*N"*S +(atient+ 1+-D Number+) )0 "&* T* T !)* +Therapist+ 1 +-D Number+ -NT*2*& 2*N*& T*D !3 D*.ale'# '.7)# +. 4)T S -D*NT-T31ST &T 5-T6 7) N'T N4)) (&-.8<T6(<(6N . &3 8*3# +Therapist -D+ -NT*2*&# +Number+ 9 &"6 &117)# +Description+ 9 &"6 &117)# "'NST& -NT . &3 8*3# +(atient -D+ -NT*2*& N'T N4))# +Number+ 9 &"6 &117)# +Description+ 9 &"6 &117)# "'NST& -NT . 4)T S -D*NT-T31ST &T 5-T6 7) N'T N4)) (&-.*&*N"*S +Therapist+ 1+-D Number+) )0 "&* T* T !)* + ssignment+ 1 + ssignment -D+ -NT*2*& 2*N*& T*D !3 D*.'&*-2N 8*3 1+(sychiatrist -D+) &*.

#-7))! +Therapist -D+ -NT*2*& N'T N4))# +Date assigned+ D T* D*. 4)T "4&&*NT<D T* N'T N4))# +Date case closed+ D T*# "'NST& -NT .*D<( T .edication+ 1+.'&*-2N 8*3 1+Therapist -D+) &*.edication -D+) &*.edication+ 1 +(atient -D+ -NT*2*& N'T N4))# +.*&*N"*S +(atient+ 1+-D Number+)# "'NST& -NT "8<*ND<DT "6*"81 +*nd date+ >> +Start date+ ) )0 #he first thing one can notice is that this set has two types of instructions$ @F .8<( T<.*D (&-.T .*ST .edication -D+ )# "'NST& -NT .*&*N"*S +. 4)T S -D*NT-T31ST &T 5-T6 7) N'T N4)) (&-.T . 4)T S -D*NT-T31ST &T 5-T6 7) N'T N4)) (&-.) D*.8<.*D .NT . ) 117# 2) N'T N4))# +Notes+ 9 &"6 &1177)# +&esult+ "6 &1.F7O! N)8 9) #O A6:O"A#) 9N A ON).*&*N"*S +(atient+ 1+-D Number+)# "'NST& -NT .(1.edication -D+ -NT*2*& N'T N4))# +Dosage+ 9 &"6 &1:7)# +Start date+ D T* D*.'&*-2N 8*3 1+(atient -D+) &*.'&*-2N 8*3 1+. #8O.*&*N"*S + ssignment+ 1+ ssignment -D+) )0 "&* T* T !)* +(ayment+ 1 +(ayment -D+ -NT*2*& 2*N*& T*D !3 D*.8<( T< S..(# + mount+ D*"-. &3 8*3# +(atient -D+ -NT*2*& N'T N4))# +Date and time of (ayment+ T-. &3 8*3# + ssignment -D+ -NT*2*&# +Slot date+ D T* N'T N4))# +Slot hour+ T-.'&*-2N 8*3 1+(atient -D+) &*.* N'T N4))# +Status of the session+ 9 &"6 &127)# "'NST& -NT .8<S"6< S.edication -D+)# "'NST& -NT .edication+ 1 +.8<( T<(3.T .*ST . 4)T "4&&*NT<D T*# +*nd date+ D T*# "'NST& -NT (8<( T<.*&*N"*S +(atient+ 1+-D Number+)# "'NST& -NT "8<D!T "6*"81+&esult+ -N 1'D*!-T'# '"&*D-T')) )0 "&* T* T !)* +. &3 8*3# +Name+ 9 &"6 &1?7) N'T N4))# +Description+ 9 &"6 &12:. 4)T N4)) (&-.'&*-2N 8*3 1+(atient -D+) &*. &3 8*3 1+(atient -D+# +..edication -D+ -NT*2*& 2*N*& T*D !3 D*.) N'T N4))# "'NST& -NT .'&*-2N 8*3 1+ ssignment -D+) &*.8<T6(< S.*&*N"*S +Therapist+ 1+-D Number+)# "'NST& -NT +"8<")'S*<DT+ "6*"81 +Date case closed+ >> +Date assigned+ ) )0 "&* T* T !)* +Schedule+ 1 +Schedule -D+ -NT*2*& 2*N*& T*D !3 D*.) )0 S -D*NT-T31ST &T 5-T6 7) N'T "&* T* T !)* +(atient . 4)T "4&&*NT<T-.

/ instructions. type of variables used. note that all the instructions end with a semicolon$ >J?. For the same reason. relationships. 9t then finishes with a semicolon. S.5 and attributes li+e not null or auto increment. etc. #his way. #his is the S. etc. and then the column attributes. li+e the +ind of variable you are using Ie./ instructions with the :ariables 6efinition /ists we made earlier and how the former can be translated to the later with very little difficulty Iso now you +now why we insisted so much on them5. more or less li+e this$ CREATE TABLE "Name of the Table" ("Name of Column" COLUMN ATTRIBUTE ! et"#$% 9nside the parentheses you specify first the name of each column. 9n fact. etc. Also note that the imperative tone$ >67O. please note the close resemblance of the S. #he reason for this is that if you find the need to modify your database structure in any way Iadd a table. in effect allowing you to start from scratch. Finally.g. 8e e*plain this in more detail later Isee 8hat S. anywayG5.ed letters and that the name of the tables use caps and smalls and are enclosed within 0uotes. omit attributes. 8ithout the 0uotes. ma+ing you believe that you have erased a table that you really havenHt./ e0uivalent of a period in the )nglish language and its omission is bound to create confusion. #A /)? is toned down by the inclusion of a conditional statement >9F )V9S#S?. the way to handle deletions. At this time.AS) #<#O79A/ DROP TABLE and CREATE TABLE in that order. also within 0uotes and using caps and small letters. <nfortunately. if the table didnHt e*ist to begin with Ili+e when you run these commands for the first time5 then the application will not prompt an error message. change connections. etc5 and you run the modified S. the 67O. #he down side of this is that you will lose any data you might have entered into the tables.? and conse0uently the last instruction does not have one. be aware that it will also not prompt an error message if you mistype the name of the table. so type carefully or chec+ this issue if things are not running the way you want. #he "7)A#) #A /) instruction starts by providing the name of the table to be created. Notice that the instructions use capitali./ @C ./ window are you. #his feature relieves the programmer from =umping from lower to upper case too often.$ integer. varchar. and then describes the particular characteristics this table will have$ column names. date variable types. ase will consider all letters as caps. #A /) command will start by erasing the previous tables. Note that the instructions inside the parentheses are separated with a comma$ >. also within 0uote signs. it also creates potential problems li+e lost tables or columns impossible to find. #hese instructions are written within parentheses.

/ wor+s and the synta* and grammar it uses. with underscores separating components of the names. or ma+ing sure that values in one column are always smaller. So ta+e some time and analy. you could have written$ @@ . in this case. Now. =ust li+e we gave a name to the tables or to their columns.F7O! N)8 9) #O A6:O"A#) 9N A ON). somehow. you will need to thin+ of uni0ue names for each declaration. for e*ample. but made sense to us because we wanted to capture a rather comple* relationship with few characters. indicating which column is the primary +ey and which are the foreign +eys. #his is a very useful instruction that allows you to. greater or e0ual than values in other columns. re=ecting entries that do not conform to those rules. #his means that if you understand the instruction set we use in this e*ample. #8O. ma+ing sure that only ! or F be accepted as gender entries. #his name is chosen by us. . For e*ample. For e*ample.. On the other hand. #his way we donHt need to use 0uote signs or worry about capitali. re=ecting other input. more or less. all names are given in caps..ed )nglish. Eo bac+ and read some instructions creating tables and see if you can identify the components that we tal+ about here. that wasnHt so difficult. set the connections between the tables. most of which have been described so far. Only the name of the tables or their attributes are bound to change Ialthough there will be plenty of recurrences5 and you will be selecting within a +nown set of column attributes. defines that the >. After the name comes the instruction that. when you build tables.ation. and start developing a sense of how S. #his is very useful to ensure data integrity. 9t can also allow you to set restrictions. you should be able to handle most definitions for your own databases without re0uiring a college degree. find the following name in the last table of the instruction set$ &'(PAT(MED that appears in$ "Patient" CON TRAINT &'(PAT(MED &OREI)N 'E* ("Patient ID"$ RE&ERENCE ("ID Numbe+"$ 8e came up with this name &'(PAT(MED to.atient 96? column in this table is a foreign +ey and holds the value of the >96 Number? column found in the >. Of course you can define your own names. #he "ONS#7A9N# instruction is followed by the name of the constraint.ard or design views.ling instruction is "ONS#7A9N# found inside the "7)A#) #A /) command. mean that this constraint creates a foreign +ey in the patient-medication table./G #o be e*act.. for e*ample. to the same structures that appear in this e*ample. All your foreign +eys will be defined with this same pattern.atient? table.e the way the different tables have been built. =ust changing the names of your columns and the tables they reference. #he "ONS#7A9N# names we chose can loo+ a bit cryptic. even using 0uotation mar+s and small and cap characters if you want to. all your instructions will conform. Of course. !aybe you are as+ing$ 6o 9 now need to learn S. you shouldJ and it can help you greatly in building good ase databases providing even greater fle*ibility than the wi. 9n this case.ossibly the more pu. #-7))! can be read very much li+e a formali.

8ith this in mind now e*plain to me what does this mean$ CON TRAINT C'(PAT()NDR C/EC'( ")en.e your database or adapt it to a new business practice.79!A72 L)2. #his would be impossible if you donHt have a way to reference the constraint that you want to modify.atient 96? and >!edication 96?. a string of characters Iany string of characters5 will be indicated by single 0uotation mar+s.i"ation Table" &OREI)N 'E* ("Patient ID"$ RE&ERENCE "Patient" ("ID Numbe+"$ At this point you could be as+ing$ 8hy do we need to name "ONS#7A9N#S =ust li+e we name #ables and "olumnsG ecause in the future. 9nstructions that shape the type of "ONS#7A9N# you are building include$ .AS) #<#O79A/ CON TRAINT "Patient &o+ei. maybe even drop it altogether Ibut without erasing the data you have entered in the tables so far5.ate" $ #his instruction chec+s that the >)nd date? column in this table always stores a value that is greater Inewer5 or at least e0ual to the value in the >Start date? column. ● CON TRAINT ID4(PAT UNI5UE ( "Patient ID" $ @A . ./ engine. !eanwhile. /etHs see other e*amples Igo and find the CREATE TABLE instructions that harbor these constraints5$ ● CON TRAINT C'(END(DT C/EC'( "En. as you optimi.e+" IN ( 3Male3! 3&emale3 $ $ 6onHt forget to identify in what table these instructions appear in. ● CON TRAINT C'(DBT C/EC'("Re2ult" IN (3DEBIT3! 3CREDIT3$$ #his constraint is a bit more tric+y to read. you might want to change the behavior of a particular constraint.i"ation ID" $ #his instruction establishes that the primary +ey of this table is formed by >. 8ith this in mind we can understand that the "LR6 # constraint chec+s that the column >7esult? can only receive the values H6) 9#H or H"7)69#H and will re=ect any other value Ise0uence of characters5 that the user attempts to enter. #he easiest way for doing this is to give a name to the constraint when you create it. which is to say that this table uses a compound +ey formed by e*actly these two attributes Icolumns5. the names of tables.ate" 01 " ta+t . 7)F)7)N")S and "-)"L. First we need to +now that when using ase with the embedded -S. ● CON TRAINT P'(PAT(MED PRIMAR* 'E* ("Patient ID"! "Me. in our mind. stands for >chec+ end date?.n 'e.in Me. columns or constraints that are being referenced need to be enclosed in double 0uotation mar+s. FO7)9EN L)2. #his constraint received the name C'(END(DT which.

2ou can easily read that we are creating a column called >Amount? that is to be not null and that is of the decimal typeJ but what are those numbers within parenthesesG 9n alphanumeric variables you specify the number of characters you want inside parentheses but 6ecimal is a number type of variable.e of the column for any type @D .atient 96? value.atient 96? stores uni0ue numbers. 9t then adds the instruction >NO# N<//?./. "an you tell me what is the biggest number 9 can enter hereG "ould 9 enter a negative numberG /ater 9 add the instruction >NO# N<//? to ma+e sure that there is always a >. ma+es sure that the >. 6onHt they ma+e more sense nowG /etHs focus now on the way to define the columns inside the "7)A#) #A /) command. "an you describe the other available conditions we can set our columns toG ● "Patient ID" INTE)ER NOT NULL #his instruction creates a column called >.F7O! N)8 9) #O A6:O"A#) 9N A ON). "an you tell what happens if 9 ma+e an entry to >First Name? that only uses (& charactersG ● ")en. #his is relevant for constraints that reference other tables Ithan the one in which is being declared5 li+e Foreign Leys. /etHs review the following e*amples$ ● "&i+2t Name" 6ARC/AR(78$ #his instruction creates a column called >First Name? Inote the use of double 0uotation mar+s for the name5 which will accept u) to &F alphanumeric characters. ase will prompt an error message.. 8ell. you need to ma+e sure that they already e*ist. Aha! Now is when that long and boring analysis of variable types we made before starts to ma+e sense. that we named 96VR. #8O. assigned to receive integer numbers./ code again and note how the order on which tables are created avoids this problem. #-7))! #his constraint. we could go to the >)*ecute S.!7$ NOT NULL! #his instruction could stri+e you as strange..e+" C/AR(9$ NOT NULL #his instruction creates a column called >Eender? that accepts e4a"t$y C alphanumeric characters. not alphanumeric. Should we want to eliminate this restriction in the future../ Statement? window Ifound in the #ools menu under >S. which means that ase will ma+e sure that you enter a value here. 9n short.. ● "Amount" DECIMAL(:. 7eview the S.?5 and run the command$ DROP ID4(PAT@ -owever Iand to avoid confusion5 9 have eliminated this instruction from the code set already and you wonHt find it in any table. the answer is that you can specify the si.A#. 9 recommend that you go bac+ to the instruction set and read the "ONS#7A9N# instructions again with this new information. when referencing other tables.atient 96?. 9f you happen to declare a constraint instruction that references a table that you have not yet created.

hence the number two5. #he first part is very easy to understand$ create a column called >Start date? that will store a 6A#) variable. with the number after the comma inside the parentheses. ● " ta+t . it should be NO# N<// and is the . Again. #his definition ma+es a lot of sense when you use a column to store money amounts.$ NOT NULL PRIMAR* 'E* IDENTIT*( TART #his is an important pattern as it defines primary +eys. Although not e*plicit.ed in a column (' digits wide and that it can store numbers with a precision of one hundredth of a point.ate" DATE DE&AULT CURRENT(DATE #his is an interesting declaration and we will review it again later when tal+ing about forms and reports. TIME TAMP acA' . very large numbers5 used in >Amount? be organi. 9f you were to enter the number (&. 9n conse0uence it is better and some times re0uired to include them. >Amount? displays in a column of (' numbers.rimary LeyG No you donHt. not all tables re0uired one. 9 want to focus on the number si* within parentheses.'B. #he 6)FA</# setting ma+es sure that this variable is populated upon creation.AS) #<#O79A/ of variable. 2ou can also define the precision. we have defined that the 6ecimal variable type Iwhich can store very. this pattern also ensures that this column has uni0ue numbers. 9f you review the S. the first entry being number . decimal places that range from '' to DD Iwhich are two decimal places. #his has already been done in the definition of this column. ase will store (&. 9t then adds the instruction that it should be generated automatically. where the last two numbers represents (3('' numbers. "<77)N#R6A#) provides date information +ept by your computerHs internal cloc+.ards and they might not wor+ properly if they donHt have these +eys as reference. 2ou might remember that we said in .ero. in theory./ code now you will find that all tables have a primary +ey Ione of them even has a compound primary +ey.i"ation ID" INTE)ER )ENERATED B* DE&AULT A <IT/ . the 6)FA</# instruction will retrieve the value stored by "<77)N#R6A#) and store it in >Start 6ate? automatically. when we build forms.art 99 that. if you need to. #hat is an inde* of precision. 8hen we later create a new record Iusing forms5. ● "Date an. ● "Me. 9n this case.ayment? that will be populated automatically by the contents at "<77)N#R#9!) upon creation of the record. At this point you could be as+ing$ 6o 9 now need to create a "ONS#7A9N# that identifies >!edication 96? as a . note that there is more than one way to do things with ase. Time of Pa-ment" TIME TAMP(9$ DE&AULT CURRENT(TIME -ere we are creating a column called >6ate and #ime of . ut. 9n other words. So whyG /ater on. we will simplify our wor+ greatly with the use of wi. that is.'4@. be it a number or alphanumeric.rimary Ley of this table. #his instruction generates the >!edication 96? column and assigns it an integer variable type. populated with whatG 8ith the content of the "<77)N#R6A#) function. can you tell whichG5.

. that is. 8hy are we going through thisG ecause after you finish this tutorial. /etHs wrap-up all what we have seen so far in a more formal definition of the CREATE TABLE instruction. 9f you were loo+ing in the 8i+i or other source for information on the CREATE TABLE command. the ellipsis Ithose three points together. /astly. etc. you specify one or more column definitions and one or more constraint definitions. that you are going to chose. 2ou can define column si. 8hen you review the 8i+i and other sources. #hey enclose instructions that are not mandatory. First. that we can ma+e more column definitions. this formal definition implies that we need at least one column definition but having constraint definitions is optional..?5 mean that the last instruction is repeated. you would come across a formal representation of the previous definition. which would loo+ li+e this$ CREATE TABLE =name0 ( ="olumnDefinition0 >! ###?>! ="on2t+aintDefinition0###?$% #he first thing you will notice are the angle brac+ets I>W? and >X?5. you might want to +now more about ase and the S. Note the comma before the ellipsis. within parentheses.efault6alue0 B )ENERATED B* DE&AULT A IDENTIT* ( TART <IT/ =n0>! INCREMENT B* =m0?$C? B >>NOT? NULL? >IDENTIT*? >PRIMAR* 'E*? 2ou should be able to read that after the column name. >. #hey indicate that >name? or >columndefinition?. A"olumnDefinitionB and A"on2t+aintDefinitionB also have their formal representations. Now. in this case it also means that having more than one column definition is optional.F7O! N)8 9) #O A6:O"A#) 9N A ON). or values. etc. So for instance. the default is C./ instructions it uses. the only re0uired parameter is the data type Iinteger.5. #8O.. /etHs see$ "olumn 6efinition$ ="olumnname0 Datat-pe >("olumn i@e>!p+e"i2ion?$? >ADE&AULT =.. ' means that the variable will hold no sub-second data. that we can chose to include or not.e and precision if you want to A( . #-7))! cepts a precision value of ' or C. #hen. Finally you indicate the end of the instruction with a semicolon. stand for names. that is. all separated by commas. whatever those names or values will be. #his reminds you that you must separate column definitions with commas.. a "7)A#) #A /) instruction starts with CREATE TABLE followed by a name for the table. varchar. ecause it is enclosed between s0uare brac+ets. this is the synta* that you are going to find. 9f you donHt indicate precision. #hen we have the s0uare brac+ets I>Y> and >Z?5.

ition0$ Notice how constraints allow you to set column properties. the instructions through the "ommand bo* can transform your data or data structure. 9 hope that this review motivates you to go and find out more about ase. in short.$ or you can write$ NOT NULL IDENTIT* PRIMAR* 'E*@ Of course.ueries1 page and the "ommand bo*. that is./ icon in the #ools !enu./. the instructions in the 1. the 1.e here$ First. #his window only receives instructions on how to display the information that you already have in your database. #hroughout this chapter we have described some differences between them that 9 want to summari. !eanwhile./ commands$ the 1.ueries1 in the narrow column to the left under the heading 16atabase1 while the "ommand o* is found in the 1)*ecute S. #he "ommand bo* also accepts 1S)/)"#1 commands. #he proper synta* re0uests that those names be enclosed in double 0uotes. 1hat . >[?5 stand forG #hat means that you have two or more options for a statement. As you +now by now. in defining a column you can write$ )ENERATED B* DE&AULT A IDENTIT* ( TART <IT/ . 8hat does that vertical line Ialso called pipe.ueries1 page do not transform your data or data structure.<6 window are $ou% an$wa$/ So far we have described two instances in ase where we can input S. you can create. For e*ample./ Statement1 window called by the S. then you would want to use the first option and include the increment that you want. Now. tables. mi*ed case names defined in the command bo* that do not use 0uotes are silently A& .ueries1 page is reached by clic+ing on 1. So. #he third important difference has to do with the way they handle names. columns and constraints receive names that you assign in order to reference them later. delete data./ statements start with the command 1S)/)"#1 and will prompt an error message if they donHt.e without defining precision5.AS) #<#O79A/ Iand even precise column si. search for conditions to match and set delete and update options li+e those available through the 7elationships view. /etHs now chec+ the very powerful constraint definitions$ >CON TRAINT =name0? UNI5UE ( ="olumn0 >!="olumn0###? $ B PRIMAR* 'E* ( ="olumn0 >!="olumn0###? $ B &OREI)N 'E* ( ="olumn0 >!="olumn0###? $ RE&ERENCE =+efTable0 ( ="olumn0 >!="olumn0###?$ >ON ADELETE B UPDATEC ACA CADE B ET DE&AULT B ET NULLC? C/EC'(=2ea+"h "on. the -S. Second. particularly if you are using mi*ed case names and spaces Ili+e 1. 2ou can also input instructions that create. columns and constraints and. delete or modify your tables. the pipe stands for a logical O7. in the process. 9t chec+s to see if your S. delete or modify records. if you wanted the primary +ey incremented by a value other than (./ engine and S.atient 9615.

ase silently converted the name to all caps and didnHt have trouble finding the table.ueries1 page and issue the same instruction$ ELECT D &ROM T+an2a"tionT-pe% 2ou would receive the error message$ 1Table happened hereG! TransactionType does not exist1.)1. issue the following instruction$ ELECT D &ROM T+an2a"tionT-pe% oth sets of instructions should e*ecute without error.F7O! N)8 9) #O A6:O"A#) 9N A ON). 2ou can chose to name all your ob=ects Itables. Notice that the CON TRAINT defined in the e*ample uses a name with all uppercase and no 0uote signs. A4 .ueries1 page you repeated the name as you wrote it but this time ase did not convert it to all upper case. #8O. which have also been defined without their double 0uotes. #-7))! converted to all uppercase but mi*ed case names used in the 1.ueries1 page that are not enclosed in 0uotes are passed as they are typed. through the same "ommand bo*. #he silent conversion that will ta+e place here is irrelevant because it leaves the name the same. 8hen you issue the ELECT command through the "ommand bo*. #his practice also gives you a bigger set of possible names. 9n this tutorial. 1#ranR6escription1 and 16ebit1. 8hat 9f you notice. #he same thing is bound to happen with the column names 1#ranR#ypeR961. columns. constraints are the only ob=ects that we will name using only all caps.$ NOT NULL PRIMAR* 'E*! T+an(De2"+iption 6ARC/AR(8. when you are later creating a report in the 1.. -owever. without a conversion. ase really assigned it the name 1#7ANSA"#9ON#2. so although you named your table 1#ransaction#ype1 Iwithout the 0uotes5. although you again used mi*ed case. -owever.$! Debit C/AR(9$ NOT NULL! CON TRAINT C'(DBT C/EC'(Debit IN (3DEBIT3! 3CREDIT3$$ $% and you later. because you have really created the table 1#7ANSA"#9ON#2. in the 1. despite the fact that you didnHt use 0uotes to encase the name. #his can create some confusion and you better be aware..)1 Iall upper case5. the CREATE TABLE command in this e*ample does not use 0uotes when assigning a name to your table. constraints5 with uppercase and forget about 0uotes but it is considered better practice to use 0uotes. So now the application is really loo+ing for the table 1#ransaction#ype1 and not finding it. /etHs say that you define the following table through the "ommand bo*$ CREATE TABLE T+an2a"tionT-pe ( T+an(T-pe(ID INTE)ER )ENERATED B* DE&AULT A IDENTIT*( TART <IT/ .

AB .AS) #<#O79A/ 7ecapitulating and to be more precise. For e*ample$ DROP TABLE "Patient" if eEi2t2 will be converted by ase to$ DROP TABLE "Patient" I& E4I T which gives you a good hint on why the "ommand bo* behaves this way. any string in the "ommand bo* that is not enclosed in 0uotes will be transformed to upper case.

/ code gives us fle*ibility and power. design view and the wi. drop down lists. -S./ will be as good as the underlying engine that we are using.ard or design view. So we will be forced to use S.org have done a terrific =ob developing this easy to use graphic interface. but for its very nature. and that we have encoded using S./ code when the Eraphical 9nterface does not provide us with an option that we need or when we suspect that there could be a bug affecting us. At this moment it seems necessary to e*plain something$ <sing S. ./ embedded database system. that in order to develop robust databases. <sing the wi.Chapter *roducing our forms % At this moment we have a sound database design./. learning S./ for creating tables or entering data re0uires that we +now S. on the other hand. /etHs get to wor+./ language to create the tables and their relationships with ase. in this case the -S. 9n all honesty. Also. 9n this tutorial we will focus on the following ways to simplify or automate data entry that are very useful$ radio buttons. #his means. graphical interfaces can not always accommodate the comple*ities and intricacies that raw code can denote. Now we are going to focus on creating forms that will help us populate these tables swiftly while minimi. will only be as fle*ible as the software mediating our options and the resulting S.ing errors in data entry.ard =ust re0uires that we understand what are we being as+ed and chose the appropriate options. 2ou will see the following options appear in the Task panel Iupper panel to the right5$ 2reate forms in design view and 3se wi4ard to create forms. the coders at OpenOffice. again. default values and some tric+s for time entry./. #he first thing will be to remember the considerations mentioned in the first part of this tutorial regarding the need to ma+e forms that are unambiguous on what data are we supposed to provide for each field and to minimi. -owever there is still a third way not made e*plicit yet$ 6efining forms using S. S. 8e will further describe these options as we wor+ with them./ code can be.ard give us ease of use./ is a very good implementation of the S. clic+ on the icon to the left over the word >Forms?. 9t will not come as a surprise to you that in this tutorial we will be using these three options./ standard. using the 8i. which too+ a lot of thin+ing./ is necessary. 9n contrast. On the ase document where you have the tables for our psychotherapy clinic. #he result using S. there can always be a bug here or there that could impair the ability of the software to achieve a particular goal Iwhich is why it is so important to report bugs and help achieve better code5. 9n all merit.e errors in the input by offering pre-made options that are easy to indicate. sub forms. 9n short.

6onHt worry about this as the Form 8i. 8e are supposed to select all or some of these for which we want a field in our form. that is. 6o this now. something we will cover here and later =ust assume that you are repeating with the other forms. with some e*tra controls on the bottom. So this is the big surprise. what columns from what table will be associated to this form. we will use the following approach to building forms$ First we create forms using the wi. letHs recap$ clic+ on the icon over "orms in the left most column in your display.AS) #<#O79A/ 9n general. #he Form 8i. First.ard will ta+e care of this connection. now fully functional and all.ard will wal+ us through. <pon selecting the psychiatrist table you will see that a bo* in the bottom to the left populates with all the column names that belong to the table. 2ou do this by clic+ing on the button with the sign >XX?.e them. ut the fact that this is a writer document means that we can en=oy all the fle*ibility usually available for organi.ard as if it were another table Iwe will be using this later5. Find the option >table$ psychiatrist? and select it now. For the sa+e of simplicity letHs =ust pic+ them all. 9n the drop down bo* you will find a list of all the tables available.ard. the draft forms 9 made for part 99 in this tutorial were wor+ed with 8riter -although at that moment they were not functional and were made only to illustrate the layout. a form in ase is really a 8riter document. Of course. The !orm 1iAard. AC . #he panel to the right will as+ us the 0uestions that each step needs to +now about.ard is organi. 9f you remember.uery is also composed of columns and you can use them with the wi.. 9 want to start with the form for entering the information on the psychiatrists./ instructions re0uired for more comple* functionalities. Note that on top of the drop down bo* the caption reads$ Table or 6ueries. and -over it. Finally we add any S. the elements that we will include in this document. and second because it allows us to e*plore how to use radio buttons for data entry.the Form 8i. the one under the heading )atabase. because it is simple enough not to distract us from the process of building and cleaning the form.ed in two columns$ the one to the left names the different steps the wi.. which will help us get up and going 0uite 0uic+ly. li+e te*t bo*es and radio buttons. the one you use for editing and printing documents. So. need to somehow be connected to the database that we are wor+ing on. if we ta+e the time we can replicate them completely if we want to. #he first thing that will happen is that a 8riter document pops up. #his is because the result of a . 9n the first step we need to indicate where the fields that we will use are coming from. Now choose 3se 5i4ard to 2reate "orm.ard.ing the layout of our written documents. if necessary. clean them and leave them easy to read and understand.which means that. /ater we use 6esign :iew to customi.

in this case >. Finally.sychiatrist form does not need one. 8e will ta+e the second option. Step number seven allows you to chose the bac+ground color for the form and the style used by the te*t bo*es that conform the entry fields. 8hen you choose a color for the bac+ground. #he options are self e*planatory and we will not be using this yet. for the time being. 8e will use option number one Icalled 2olumnar #7abels 7eft5. #8O. select all column names and then clic+ on >Ne*t? #he second step as+ us if we want to set up a sub form. with the name of the columns in the header Icalled )ata sheet5.ard =umps to step five and as+ us what layout we want for the fields. select the 96 number and then clic+ on the >W? button. you would have had to select them with the mouse and then clic+ the button with the >X? sign. either allowing the view and modification of all data or not allowing the data to be viewed. Step number si* creates restrictions about the use of the data by the form. to ma+e e*plicit the fact that this is a form. 2our selection here will have no bearing on the functionality of the form other than ma+e it easy to read.sychiatrist 6ata )ntry Form? =ust to see what happens. -owever. you change the name of the form to$ >. Some people would add the letters >frm? before the name. ase chooses colors for the fonts automatically. so we will advance to the ne*t step leaving the default$ This form is to display all data. 9n this case you would need to clic+ every other name and then clic+ on the >X? button.ard will offer.. A@ . 9f this were the only attribute for which you donHt want a field. "lic+ on it and then clic+ on >Finish?. with no restrictions. you can use your own naming conventions. #he wi. 9 invite you that. saving you some time. modified or some combination of these. ase wants to +now if it should offer the table for data entry or if it should open it in 6esign :iew for further editing. #-7))! Now all the names for the columns have shifted to the bo* on the right. because the user does not need to +now this value and because you donHt want to leave it e*posed to an involuntary Iand fatal5 change. 8e will deal with sub forms later and the ..sychiatrist?. this time. ut that is me. 9f you had wanted input fields for only some of the columns. #he last step will as+ us for a name for this form and what we want to do with it. as a default. !any times this is enough but 9 would recommend to use a more descriptive name. every time for each field. the name of the table. 9 believe that the offered combinations are well chosen and 9 li+e dar+ bac+grounds with white characters. Now the wi. #he default uses a table configuration Ithird icon from the left5. so =ust clic+ on >Ne*t? without changing the content here. you choose whatever you want. meaning that there will be an input field for each column.F7O! N)8 9) #O A6:O"A#) 9N A ON). /etHs say that you see no reason for a field for the 96 number -because it will be generated by ase automatically. /ater. )*periment clic+ing on the other options to get a feel of the alternatives. you could also move all the column names to the right Iwith the >XX? button5.

!ultiselection means that there are two or more elements alluded by the properties bo* because they have been grouped together. 9f you now clic+ elsewhere on the form. !ost of the te*t bo*es are of the same length e*cept for the one after &) (umber. ecause we too+ the time to use double 0uotes. /et us now analy. this time with te*t bo*es for data entry and corresponding labels. in this case.AS) #<#O79A/ At this moment. the other will drag alongJ if you try to modify one. the wi. #he other thing you can notice is that the labels describing each bo* give a 0uite accurate description of the +ind of data entry that we e*pect. the group becomes un-selected and the ./ code that created this table you will see that all the bo*es with similar length are for some +ind of te*t entry while &) (umber is an integer variable. Near the bottom of the menu you will find the item >Eroup? and within it the options ungroup and edit group.e the S. 2ou can also notice dotted lines forming a grid pattern. again. and will become very handy =ust now. while the more familiar conte*tual menu appears. either a label or a te*t bo*. 9f you analy. A dialog bo* appears with the name roperties8 1ultiselection. you will see that they display the green bo*es but only in relation to themselves. 9f you close the bo*. #his is why the label and the te*t bo* are traveling together and changes on one can change the other too. Design #iew and the *roperties dialog bo3. So maybe ase chose the length of the bo*es depending on the type of :ariable they are. chances are that you will somehow modify the other too. "lose the dialog bo* for now and then clic+ Ionce5 over an element with the mouse button to the right. Now we see the green s0uares again. #his is to ma+e it easier to design and position elements on the page. "hoose ungroup. 2ou can now clic+ on another element and its properties will become displayed by the dialog bo*. -ow did ase +nowG 9f you loo+ at the S. not e*tending to include the other elements./ code that created the table. 9f you clic+ on an ungrouped element now. stating that no control has been selected.ard closes and the form opens again. #he form has opened in 6esign :iew and is ready for our editing.e what we see on the screen$ there are nine pairs of labels and te*t bo*es. gave descriptive names and used spaces between words. indicating the active element. At this moment 9 want you to double clic+ with the left button of your mouse. 9f you clic+ on any of the te*t bo*es or their accompanying labels. 9f you try to move one. now these descriptive names appear AA . #his properties bo* allow us to modify the characteristics of the elements we place on our form. you can call it again by left-double clic+ing the mouse while on top of an element. you will see that it offers options that are particular to the selected element.roperties dialog bo* becomes empty. you will see that ase actually copied the name of the column as given by us. #his limit includes both the label and the te*t bo*. you will see small green bo*es appear defining a rectangular limit. 8e might want to change these lengths in order to ma+e the form less intimidating and easier to read. 9f you call the properties dialog bo*.

then the labels would be displaying =ust that... Find the property "ont in the dialog bo* and clic+ on the >. for e*ample. For e*ample. 2ou can position the cursor over it and. Now select the te*t bo* only.? button. #his re0uires some macro programming and we will not be using this feature in this tutorial. #his would not be a problem however because we can easily change the caption in the label through the .rimary Ley? and then hit return.e of every label in this form to (& and ad=ust the length of the te*t bo*es to something commensurate with the amount of data they will receive. 8ith the :eneral tab we can change other properties.e for the font in the labels is somewhat small. 9f instead we had used more cryptic names for the columns. including changing the color of the font. #his is because the boundaries set by the green s0uares did not change after we increased the si. "hose a font si. #he first tab. 6rag the s0uares until you see the complete te*t of the label. #he second to last property reads >-elp #e*t?. #he Name property is automatically provided by ase and it is used to refer it with internal code Iconnecting the form with the database5.e of the te*t in the label. 9 feel that the default si.lace the cursor over the bo* and see the tool-tip appear. #his is a yellow rectangle with helpful information that appears when you place the cursor over an element on a form. #his also happens if you ta+e focus from this field. Now scroll to the bottom of the properties dialog bo*. #8O. /etHs change this. Nice! 8ith these s+ills you can. As an e*ercise. li+e . by dragging the borders. #-7))! to the left of the bo*es. y writing here you activate and populate the tool-tip.F7O! N)8 9) #O A6:O"A#) 9N A ON).. #he te*t in the label is now bigger but does not display completely. #he ne*t tab allows us to include other effects. >Font? allows us to change the font. .e.sychiatrist . #he second property corresponds to the caption that we actually read.vents.vents tab you can program behavior in response to the events named in the dialog bo*. the typeface and the si. "hange >Number 96? for >. #hat is what you type here. 2ou can also reposition the bo* anywhere on the form by dragging it while the cursor loo+s li+e a cross with arrow heads. ase automatically does this for usJ we only need to insert the useful information. close it and call the form. #his will call a dedicated Fonts dialog bo*. Select the pair with >Number 96? and ungroup them. #he cursor goes down to the ne*t property in the dialog bo* and the value is immediately changed in the label. the bo* has two tabs$ :eneral and . change the font si. ma+e it wider or higher. AD . #his time.. 2ou find many e*amples of this in professional software or the 9nternet. reduce the ostal code and 9tate fields -they donHt need more than five and two characters respectively. #ry it. 2ou can now save the form edit.e of (& and see what happens. in the bo* for >Name? you could write$ >)nter the first name of the psychiatrist?. Feel free to e*periment with this for a while.roperties dialog bo*. #hrough the . Now select the label element and call itHs properties dialog bo*.LRFS#RN!.and place them side by side so the person confronted with this form finds it more familiar and less of a chore.

for e*ample5 this could be insufficient. Another place where radio buttons can be used to an advantage in this e*ample is in the table to register if the session too+ place or not Isee the form layouts in part 995.roperties dialog bo*. call the . Eranted. Kust for clarity with this e*ample. 9f not. #he icon of a circle with a blac+ spot is our radio button. Now that we are getting a hang on the usefulness of the . 9f you chose a dar+ bac+ground color Ili+e 9 did5. then at least the user should find the option to leave the field unanswered.. actually!5 with the name$ >option button? which is how ase calls the radio buttons. male and female are not all the possible options Ihermaphrodites.AS) #<#O79A/ One important way to ma+e forms more gentle to the eyes of the user is to limit the amount of fields to the ones he will actually have to populate.. #he first thing that we need to do is actually obtain the radio buttons. As mentioned before. #his allows you to place the radio button somewhere in the form page. #his menu usually pops up automatically when you open a form in 6esign :iew. ut wait! 8ould not this interfere with the ability of ase to include the auto-generated primary +ey numberG 9t will not. #his is a small menu that offers several icons. 7adio buttons offer the user a set of mutually e*clusive options. 9f you leave the cursor on top of it. 9n another conte*t however Ia database for gender research. &adio 0uttons. 2ou will find them in the Form "ontrols !enu. the caption in blac+ will be difficult to read. #hen clic+ the "ont button. 9f not. 9f things happen li+e in my computer. the cursor changes to a cross with a small bo*. with the name >Form . 8hat we are doing here is to ma+e e*plicit the fields that the user is shown or not. #he user can chose only one of them. #o fi* this. ase will continue to generate uni0ue primary +eys and include them into the records. a message appears Ia tool-tip. Now. select >bold? and D' . 8hat we want to achieve is that the elected option is entered to the corresponding column in our table. #he automatic generation of primary +ey numbers was coded with the creation of the table itself and is not interfered by this. 2ou can actually place it wherever you li+e. try to place it ne*t to the te*t bo* with the >Eender? label. there are good reasons to eliminate the Number 96 field and have this form less crowded. change the 7abel to >!ale?. by dragging the cursor and releasing the left mouse button. Eender is a good candidate for using radio buttons.roperties dialog bo* for the radio button. among other less common options5 but will correspond to a 0uite high percentage of the users. 9n the general tab. lets use it to program our radio buttons. So plan your radio buttons carefully. go to >:iew? menu option in the writer document where we are editing our from and select >#oolbars? Ithird from the top5 and clic+ on >Form "ontrols?. pay attention$ #he options for radio buttons better cover all possible alternatives. you should see a radio button with the caption >option button?. Now a floating menu appears. 9f you left-clic+ on this icon.?.

Ne*t. Note that the initials are capitali. !a+ing it pretty ma+es data entry a bit more en=oyable. "lic+ the save button but then also close the form. 9f you write >male? Iwithout the capitali.ed. on your own.roperties dialog bo* for a radio button offers a tab that we have not seen yet$ #he )ata tab. 7ight clic+ the mouse while the cursor is a cross with arrow heads and in the conte*t menu that appears. "lic+ on the list bo* and see them appear. eware!$ if you chec+ the S. clic+ on >Eroup. but without the grid lines. Now both elements appear under the same area defined by the green bo*es. select >Eender?. Now the form appears again. 6ouble clic+ on it to use it. -aving created the second radio button. here is how$ Select one element by right clic+ing once on it. align both buttons so that they are at the same level Iuse the grid to guide you5 and chose a harmonic spacing between them.. change the font color to white. For reference. 8rite >!ale? there. 7eference value Ion5 and 7eference value Ioff5. At this point we no longer need the te*t bo* for entering the gender$ the radio buttons will ta+e care of this. #he . ungroup the label and the te*t bo* and ma+e the bo* smaller Ienough for C or A characters5. Now. /etHs now program the behavior that we need.. Now ta+e the bo* out of the way and place the radio buttons in its place Iyou can group them and move them as one element5. #8O. 9f you select it you will see three fields$ 6ata field. #hat should be much better. relate the radio button to the >Eender? field and write >Female? in the <efer# ence value $on% field. 2ou are actually in the position to D( . 9f you donHt +now how to group elements. #he 7eference value Ion5 holds the value that will be passed to the Eender column if this radio button is selected. ut we are going to leave it for a while so that you can see the radio buttons in action.ed initial5 in the <eference value $on%. 7epeat this to include as many elements as you need in the group. First.ard built this form for the psychiatrist table. "hange the label to >Female? and ma+e it readable./ code that built the . #his would be a good moment to save your wor+ Ilest a crash dissolve it into ether5. press the 9hift +ey and select another element. 6ata field indicates what column this control will reference. #his form is active and any data or alterations will end in the corresponding columns.e to (&. Of course.. #-7))! change the font si. Now your elements are grouped. 9n the >Font )ffects? tab.F7O! N)8 9) #O A6:O"A#) 9N A ON).? and select >Eroup?. 8hen you go bac+ to the ase interface we will find this document under >Forms?. leave the te*t bo* near by. you will find the name of all the columns for such table.sychiatrist table you will find a CON TRAINT that only accepts >!ale? and >Female? as possible entry strings for the Eender attribute.. create a second radio button. ecause the wi. ase will report an invalid entry error every time you select this radio button.

a small blac+ circle appears. the button is not necessarily left in a consecutive order. #his teaches plenty. "urrently a radio button can only be accessed by the #ab +ey when it has been selected. but the others are left out. 9n the #oolbar select font si. 9 have found that even if you leave a radio button selected by default.e the remaining te*t bo*es to be more commensurate with the amount of data they will typically receive and organi. "hec+ >Selected?.AS) #<#O79A/ start populating the .sychiatrist 6ata )ntry Form? at the top of this page. 7ight clic+ on the . #he edit view of the form. #ry this. you will see the corresponding te*t appear in the te*t bo*. we do not need the gender field bo*. say.sychiatrist Form. #his last thing. grid pattern and all. A group of radio buttons where none is selected cannot be accessed by the +eyboard. we can fi*! /etHs go bac+ to )dit :iew$ "lose the active form and go bac+ to the ase interface. you can travel to the ne*t by pressing the #ab +ey. font color white and center te*t. which is not elegant. ut before you do 9 want yo to study its .tops Band &adio 0uttonsC. the form automatically changes the value and also erases the dot in the radio button previously selected. Also. you need to ungroup the radio buttons and call the . #his happens because both radio buttons have >Eender? in their )ata field and radio buttons are programed to be mutually e*clusive. 9n the Eeneral tab you will find the )efault status property. 9mmediately. #hey enter the value for the current field.sychiatrist table! 9f you clic+ on either radio button. Tab . 9 am sure that you noticed that every thing wor+s fine e*cept for the radio buttons. #he navigation of the form =ust s+ips them.roperties dialog bo* for the radio button with the female option. Focus on the >Eeneral? and the >6ata? tabs and study and play with the options. #his means that this record has accepted your gender input! 9f you change your mind and clic+ the other radio button.roperties dialog bo*. re-si. this is loo+ing very nice. As we said.e them in a way that is pleasant and easy to read. at least. #his should be good practice. press the #ab +ey and move to the ne*t field. how do we ma+e one of the radio buttons be selected by default. that particular radio button is integrated into the tab order. 6onHt worry about the >)vents? tab. At this moment you could produce the !edical 6octor Form because we are going to need it ne*t and because it is very similar to the one we =ust made. /etHs finish editing our . should reappear now. 9f the cursor is in the first field. placing it in the new option.sychiatristHs form and chose edit. indicating that this options is the current one. !ost people that do data entry li+e to use the +eyboard to navigate the form. D& . which does not help to change a selection.e &C. made the labels bigger. Now. 8ell. and you should erase it. #hen write$ >. the >Female? optionG For this to happen. y now you should have eliminated the >96 number? and >Eender? te*t bo*es.

where the sub form is for the table at the n sideJ and will automatically record the primary +ey of the current record at the principal form. 9f you are not seeing this go to. 9f you want to change the tab order all you need to do is reposition the elements in this list. )ach press of the tab +ey will move the cursor in such order. #he problem with the phone numbers for the patients is that each patient will have a different and un+nown number of phone numbers that need to be recorded.roperties dialog bo* of every element in your form a consecutive number starting with . #8O. we need to ma+e sure to include the primary +ey of the current patient while recording his3her phone numbers. :iewX#oolbarsXForm design. #rue to first normal form we had decided to place these phone numbers in their own table. the need to record an unspecified amount of phone numbers for each patient and. 9n the draft we made for the patient form. !orms with .n relationship. #he truth is that ase provides a solution that is by far more simple. we have to ma+e a 0uery that.. ase could never find the records and thus would provide wrong information when 0ueried. set the #abstop property of this element to >No?.roperties dialog bo* of any ungrouped element you will see in the Eeneral section two properties$ Tabstop and Taborder. For instance. second. or (. #o prevent this we are going to use a drop-down list that will automate the correct input. /ater. #his form would need to handle the recording of these relationships. in D4 . #his form imposes two new challenges$ First. 9f we do not enter the data for medical doctor or psychiatrist e*actly the same way we have them in their own tables. we are using the Eender te*t bo* placed by the wi. Taborder will follow the up-to-down order of this list. we had devised a button that would call another form where we would record the phone numbers. one or more phone numbers. 9f you place the mouse cursor over it a tool-tip will appear displaying the te*t$ >Activation Order?. 2ou will see seventh from the left a button that shows a chec+ bo* connected to a radio button with a curved arrow. #here is another way to do this that ta+e less time$ 9n the bottom of your form in edit view you can see several buttons. For this to wor+. 8e donHt need the tab to stop here so we could.. reads$ retrieve all phone numbers that have this primary +ey Ibelonging to a patient5 as a foreign +ey. "lic+ it now and a dialog bo* will appear with a list of all the ob=ects that can receive focus by pressing the #ab +ey. /etHs now develop the . the proper assignment of medical doctor and psychiatrist. and clic+ on. using the patientHs primary +ey as a foreign +ey in order to connect each phone number with its proper owner.n..atient form. when we want to retrieve the phone numbers for a particular patient.ub !orms. #-7))! 9f you call the .F7O! N)8 9) #O A6:O"A#) 9N A ON). 2ou give each tabor# der property of every . #his solution allows us to include a second form inside the primary form for tables that hold a (. more or less. either by dragging and dropping them or by selecting one and then moving it up or down with the arrow buttons. with all confidence.ard as a window to chec+ the value assigned to Eender.ero. #he first one indicates if you want this element to be part of the tab order. #he Taborder indicates the se0uence of tab stops in the form.. #he cardinality for this would be$ one patient.

/ code creating the tables that defined relationships5. (umber and )escription. Select hone number and then clic+ on >Ne*t?. 9t would be a bad idea to include them as fields and ris+ someone altering the numbers. indicating that it has been selected and its . we are going to use this option. place the cursor above the sub#form and type @ hone (umbers8A%. the wi. respectively5. Ne*t. so my recommendation here is that we donHt include them. atient &). Then.atient 6ata )ntry5 and as+ the form to open it for editing. 9n this case there is hone &). feel free to e*periment. /etHs start by calling the form wi. 9n the second step we are as+ed if we want to set up a sub form. ecause ase is going to calculate the =oins for itself. Analy. #o begin with letHs arrange the sub-form.ard is going to s+ip step four and land us directly on step five.ard and select the patient table. which is the data the user really needs to wor+ with. /eft-double clic+ on it.AS) #<#O79A/ this case.roperties dialog bo* shows up. the current patient. clic+ on >Ne*t?. 8e will =ust select Number and 6escription. hone &) is the primary +ey of the record and atient &) is the foreign +ey we need to associate for this to wor+. #his is what sub forms do. select all column names to receive input fields.hone Number table for you to decide which ones will appear on the form. #he green s0uares will appear. use font si4e . #his time we are going to select the 2olumnar #7abels left for the principal form and )ata 9heet for the sub-form Ioptions one and three from the left.ntry "ormA for a title and. DB . Obviously.? to write @ atient )ata . -ere we will select the layout for the form and the subform. $At this moment you could customi4e the form repeating the steps described before8 1ake the labels readable and ad=ust the si4e and layout of the te*t bo*es. >ou can also take the field for the primary key out of tab order and make it to be read only. After you have passed them to the bo* in the right. Anyway. 9n step eight chose a name for the form I9 used .nterC key several times.ard offers you all the column names in the . so no one inadvert# ently changes it $find the option in the roperties dialog bo*%. 9n this case you are offered to choose between ayment and hone number.e the Eeneral tab to have an idea of the options offered. #his time clic+ the chec+bo* for >Add Subform?. #hen select the option that reads$ >Subform based on e*isting relation?. 8e already +now that not including them will not stop ase form recording the data properly. /eave the default in step si* IThe form is to display all data -with no restrictions5 and choose the style of your li+ing in step seven. #he reason for choosing 6ata Sheet is that it allows us to see a good number of the recorded phone numbers for the particular patient without having to navigate the records. Now the wi. hitting the B. ase offers you the tables that have a defined connection with the patient table Ias established by the S.

9f you later decide to erase the record for the patient. the sub-form activates. After you introduce the re0uired data. #-7))! #he first thing we can do is diminish the width of the sub-forms to ma+e it less intimidating./ code that created it5. Of course.. #his is because the data in the sub-forms relates to data in the principal form but the principal form has no records yet. 8ho remembers thisG #his is not DF . Kones. #he ne*t thing that you can do is ad=ust the width of the columns for (umber and )escription.atient 6ata )ntry form. "lose the design view and open the form. "alculate a width accordingly so it gives the user a hint. NO# N<//. ase will will re=ect it. and navigate the form with the #ab +ey. 9n other words. 9f you had chosen "ascade 6elete. erase the patient record. ase will prompt an error dialog bo* instead. 2ou can do this by dragging one of the green s0uares on the sides. 9f you had not made any provisions. ase will act depending on how you have handled deletions. #his means that we would need to +eep trac+ of the primary +eys associated to each psychiatrist recorded in order to enter the right information. 2ou can notice this because it does not offer you the chance to input a record. /etHs go bac+ to design view and tac+le our second challenge. what we are really doing is storing the primary +ey number -that identifies a psychiatrist. Select the >6elete cascade? and confirm. go to the >relationships? view I#oolsX7elationships.in the foreign +ey column of the patient table where psychiatrists go. 9n order to manually delete a record press the icon with a red HVH ne*t to a green arrow head.5 and find the line that connects the >. #8O.. 8hen we associate a psychiatrist to a patient. 9f you chec+ the S. only after that. #he form e*pects a value li+e >'(&?. 9n that case you will need to manually erase the phone records and. Kones? you will get an error. Eive it a try. changing the height will change the number of phone numbers in simultaneous display. which handles numbers. #he principal form has the fields of First Name and Surname as re0uired Ii. 9f you try to write >6r.atient? table with the >.hone? table. 2ou will see a green arrowhead indicating a yellow flash.F7O! N)8 9) #O A6:O"A#) 9N A ON). deleting the patient would delete all his3her phone numbers along with the record. Drop Down lists 8e have hinted that most times a uni0ue number would be better than a surname as a primary +ey. 2ou can see this by reviewing the S. 2ou will see that the sub-forms is not active at first./ code that created the .atient table you will see that the data type assigned to sychiatrist &) is an 9N#)E)7.. 2ou can now enter the number and its description. 6ouble clic+ on it Ior right-clic+ and then select H)ditH5 and a menu will appear. =ust li+e with the te*t bo*es or the labels.. 7emember that the phone number has been defined for a ma*imum of (' characters and that if you include spaces while ma+ing an input and e*ceed the (' number limit. 9f you havenHt defined how to handle deletions yet. for e*ample. e. which should be the primary +ey for the record of 6r. relating the appropriate psychiatrist re0uires recording its primary +ey in the field called sychiatrist &) in the .

e to your li+ing. 9n the third step you indicate what data from the source table Ithe sychiatrist table in this case5 is going to what column in the destination table Ithe atient table in this case5.ard goes through three steps in order to identify the list bo*Hs source and destination values. Select the . DC . chose the 9urname attribute. #hen clic+ ne*t. the atient #able5. under the caption >Field from the /ist #able? corresponds to the source table Iin this case. #he bo* to the left. this list bo* will display all the 9urname records found in the sychiatrist table. #his will close the wi. 8hat we really want is to have ase offer us the names of the psychiatrists but. clic+ on finish.sychiatrist 96 label and te*t bo* and un-group them. #his wi. 9n the second step you are shown a list of the names of all the columns in the . the wi. 9n this case you should select sychiatrist &). 8hen you release the mouse button.atient 6ata )ntry Form in 6esign :iew. 9n this case you will need to choose the . #he bo* to the right. 9n this third step.ard and leave you to edit your /ist bo*. the List o4 wi<ard appears. that is. 9nside the bo*es the wi. 9n this case. under the caption >Field from the :alue #able? corresponds to the destination table Iin this case.lace a /ist bo* to the right of the label. #his ma+es sense$ it would be impossible to try to insert a :A7:"-A7 type of data into a #9N29N#. "all the Form "ontrols menu and select the /ist o* icon. Arrange position and si. once we have made our selection.AS) #<#O79A/ practical. really record only the +ey number. the sychiatrist table5. #his is e*actly what a drop down list can do. #hey are all listed in their respective bo*es.ard lists all the names of the columns in the corresponding tables. this will be the receiving column.sychiatristHs table Ithe chosen table5 and are as+ed to indicate which one will provide the data to appear in the list bo*. 9n this case you should select &) (umber. Now select the te*t bo* and delete it. the one that loo+s li+e a rectangle with lines of te*t and up and down arrowheads to the right side. . #here is only one condition$ the data type of the source must match the data type of the destination. #his icon is usually ne*t to the radio button icon. when active.lease note that you are entitled to chose any column from the source table and any column from the destination table. At this point you have the . After you have chosen a destination and a source. the table from which the list bo* will gather its data. #his means that.sychiatristHs table. #he name you chose here will be the name of the column from which the values will be copied. 9n the first step you are shown a list of all the tables in this database and are as+ed to select the source table.ard shows you two bo*es. . 8hen you chose a column here.

8e would li+e the /ist o* to display both. ut for now. this particular 0uery uses a synta* available to the embedded C 8hich in this case should read$ ELECT " u+name"! "ID Numbe+" &ROM "P2-"hiat+i2t". #he thing is. 8e have chosen >Surname? but now feel that it is not enough. As you +now.ard. letHs go and see how this table wor+s. the surname AN6 the first name. which is the one 9 want to selectG 9n order to decide. . and only one. conse0uently. 2ou can also do the wor+ of the wi.ard ta+e care of this. 8ith two psychiatrist with the same surname.F7O! N)8 9) #O A6:O"A#) 9N A ON). you could e*press concern because the list bo* is displaying surnames only./ again! 6ist 0o3es with compound fields. ase stores :iews with the tables. their names will also be included in the drop-down list. For now.roperty dialog bo* and study the attributes given to it by the wi. transform that 0uery into a view and then use the resulting view with the /ist o* wi./ instruction that we saw. it could be good if the list bo* included the first name of the psychiatrist too. So we need to ma+e a 0uery that will produce the result we want. y now you +now that the /ist o* wi. #his list updates itself! 8hen you select a psychiatrist. #he more important ones are in the )ata tab.articularly. !a+e sure to include some valid entries.ard will as+ you to chose a table and the name of one.that will have the first name and the surname of the psychiatrist table as one columnG #his is where a +iew comes in handy..ard by hand as e*plained in pages ('A-('D./ and 7ist content holds the S. column to populate the data. . by the S. that is passed to the patient table. the results of 0ueries are displayed in columns and. D@ . close this form and call the patient form. can be thought of as tables. #hen. Although ase allows us to create simple 0ueries with the ease of point and clic+. every time we use this control. -owever. not the surname./ code. let the wi. how do we produce a table -or something similar. 9n fact. Type of lists contents specifies the use of S. 2ou can monitor this by creating a te*t bo* and associating it to the corresponding field. #he beauty of this is that this list is prepared. 2ou will see it displaying the appropriate number. #-7))! "all the /ist bo*Hs .ard./ instruction to be e*ecutedC.. A :iew is the result of a 0uery. 8hen you clic+ on the arrow head you will see the surnames of all the psychiatrists in your database. -ow do we do thisG -ere is where we will need to use S. it is the primary +ey number. #8O. #his means that if you include more psychiatrists in your database. in order to ma+e the selection clearer to the user. "lose design view and call the psychiatrist form.ueries are built with S.

/ Ibut. 7emember that with ase.AS) #<#O79A/ -S. select the icon over the name >.. 9f you run this 0uery you will see a table with two columns$ #he first one would have the surname and first names of all the psychiatrists in your table./ instruction directly.uery in 6esign :iew. a double pipe is connecting the contents of Surname with a comma and a space and a second double pipe is connecting the previous with the contents of First Name./ database engine but not incorporated into versions of ase earlier than 4. and after previously inserting three fictional psychiatrists through the .. #he double pipe is a concatenation instruction accepted by -S. -ere is where you will enter the S. as said. . it will throw an error message of improper synta*.sychiatrist? to remember that this is a 0uery. ><se 8i. A screen will open with a blin+ing cursor./ command directly? when you place the cursor over it5. 2ou can double clic+ on the 0uery and a table will come up. not understood by recent earlier versions of ase5.uery? and >"reate . in this case. and that double 0uotes are used for the names of tables. First. 9n this case. 9n such case you must select the second button. this code is 0uite simple to understand e*cept for those >[[? signs.&./ view?. #ype the following$ ELECT " u+name" BB 3! 3 BB "&i+2t Name" A "P2-"hiat+i2t"% "Name"! "ID Numbe+" &ROM Actually. in which case the 0uotes are not needed5. very important5. Now save this 0uery./ with a green tic+ over the letters Ithat displays >7un S. "irst (ame and (umber &) from the sychiatrist table. single 0uotes are used for string literals. so we are going to produce it manually.uery in S. 9n my computer.ress it and you will not see any changes in your screen e*cept that the button remains depressed and the other run 0uery button becomes deactivated. and all of these is to be placed inside one column called >Name?./ code. between surname and first name. #hree options will appear in the top panel under the name >#as+s?$ >"reate . separated by a comma Iand a space. and the second column would have the primary +ey number. called Hdouble pipesH.ueries? #his is the second icon from top to bottom in the column under the name >6atabase?. #he editor in which you have typed this 0uery has two buttons for running it$ One that loo+s li+e two pages with a green tic+ where they overlap Iwhose tool-tip reads$ >7un 0uery?5 and another one that says S. #he first button runs the instruction by ase first but if your version of ase does not understand the double pipes. 9 used the name >0ry.sychiatrist 6ata )ntry form. /etHs analy. the characters for the comma and the space. columns or constraints Iunless they only use capitals and no spaces in those names.e this statement$ #his instruction commands the database to se$e"t 9urname.ard to "reate . /etHs start. 9 have$ DA . which runs the S. Select this last one. in the ase interface.?. #his is =ust what we needed.

. #hat is. or we ma+e sure that both. 8hen the /ist o* wi. in this case surname and first name. "reate a new list bo*.. Now you can produce your list bo* as normally. $delaide -ecter. it will include the >v. #o produce a :iew.sy/ist? view along with your tables. then the entire record in the >Name? column would appear empty too. right clic+ the 0uery we =ust created and. you will see our new addition. my little table would loo+ li+e this$ ame *mith.ard appears. 9 will chose the second solution for simplicity. Dohn "ere4. For the ne*t step we cannot use the 0uery. #-7))! !y 96 Numbers are not consecutive because 9 had made some deletions and -S. with a particular icon showing that it is not a regular table but a view. Surname and First Name are defined as NO# N<// so that they can not be empty when 9 need to use them.ere.. . were empty. for e*ample. Eo to the Form section and select the >.sychiatrist 96? in the receiving table.F7O! N)8 ame *mith. 9t is generated by the 0uery when itHs called. which is called a :iew.atient 6ata )ntry? form in edit mode. #8O./ command. select the option >"reate as :iew?.sy/ist?. 9f you now go to the #ables section. ./ does not recuperate numbers. Select it. After you confirm this. it =ust +eeps incrementing its counter.annibal ID umber & 3 : 9) #O A6:O"A#) 9N A ON). 2ou can thin+ of a :iew as a virtual table. ma+ing it slower the more records it needs to process. the bo* disappears and not much more happens. #he good news is that this virtual table will update every time itHs called. "hoose >Name? to populate the list bo* and chose >Number 96? as the record to be copied to >. incorporating new records or deletions to the psychiatrist table. /etHs go bac+ to producing our compound list bo*. 9f 9 had not entered the first name for 6r. #he bad news is that this calculation will add some time to the production of the form. #A6AAA-! DD .annibal ID umber & 3 : 8e have two options here$ we include conditional clauses in the S. loo+ing for empty strings and instructing to include the non empty element.. at which moment it becomes a table you can use. Another important thing to +now is that if any of the fields that were =oined by the double pipe 0uery command. A little bo* will as+ you for a name for this view. in the conte*t menu that appears. 8e need the table produced by the 0uery. Dohn -ecter. 9 used >v.

+ntering time and date. /etHs see how to do this$ First. there will be no default values in the assigned fields. hour. 2ou might remember that 6A#) records year. 9t is possible to have the forms display this state automatically and simplify the process of data entry for the user. Of course. :ery nice. Default values. Select the te*t bo* for the >State? field. 2ou will need to adapt the S. Now save the table and we are ready. these values will appear in both. then he can change the value in the form. 9f you open the form you will see that the ne*t record already has N2 in the field for State. 6efault values can also be made possible by editing the tables. #he address component of the tables we have used in this tutorial all include a >State? attribute. #he patient table has two columns that store date information$ the 6A#) for registering the birthday of the patient and a #9!)S#A!. create a list bo* for the medical doctors that will also display both the surname and the first name. day./ code accordingly. 9n the lower part you can set some parameters for the variable. #his means that if you decide to include records writing directly to the tables. 2ou can see a list of all column names and the data types each accept.roperties dialog bo*. which are specific to each data type and will change when you change the +ind of variable you select. the forms and while using the tables to enter data. Now. #he third parameter from top to bottom is )efault value.atient? table. -ere we will type >N2?. 9n the conte*t menu that appears. Find the property >6efault :alue? and enter the string that you want. for e*ample. the forms will include the >N2? value in the >State? field for each new record. For this e*ample 9 will use >N2?. if the user encounters a patient that actually lives in another state and comes in for therapy. which is where 9 live at the time of writing this tutorial.AS) #<#O79A/ Now. minute and second. #he big difference is that default values through the . if you assign default values through the design of the table. 6efault values can be set by the . -owever. #o e*pand ('' . records year. month and day information while #9!)S#A!. all he needs to do is overwrite on the field. if the user needs to change the value to >NK?. clic+ on the #ables icon and right clic+ on the >. month. #he table now opens in 6esign !ode. Of course. Find the >State? column name and select it. One can e*pect that most of the patients for this psychotherapy clinic will reside in the same state.roperties bo* only affect the fields in the form. /etHs now see how to do the same with 6A#) variables. for registering the moment she3he is admitted as a patient. #he bottom of the page shows the parameters specific to #e*t I"har5 data types. clic+ on >)dit?.

#9!) records hour. minute and second. if you analy. #his table records both 6A#) and #9!) information. which is beyond the scope of this tutorial. we specify that it will ta+e a default value with the instruction >6)FA</#? and finally we call the >"<77)N#R#9!)S#A!. however. 9f it were./ code5$ First you create the type of date variable you need and then you specify that./ has the following built-in functions for doing this$ CURRENT(TIME fetches the time at the moment this function is being used. 9n practice 9 have seen that the TIME TAMP bo* does not change if 9 modify the records and achieving this would re0uire some Kava programming. 2ou tell ase to automatically set date or time information when you are building your table Iwith S.F7O! N)8 9) #O A6:O"A#) 9N A ON). /ater. 8hen you run the form wi. =ust omit it. the TIME TAMP bo* does not show any particular behavior. 9n theory.e error at entry. #he user can do it manually. #he truth is that these are a time bo* and a date bo* which have been grouped. as a default. 8hile the user is filling the form. which fetches date and time information from the internal cloc+ of the computer. #he final comma assumes that this is not the last instruction in the creation of the table.i2t+-" TIME TAMP DE&AULT CURRENT(TIME TAMP! 9n fact. #hen we assign a #9!)S#A!. this change should modify the timestamp to reflect the time that the record has been updated./ code that created the tables for this tutorial you will find some columns for date information that use this code. -S. data type to it. it should receive the current date.e the S. Now read and interpret the following$ "Time of +e. #8O.of +e. if you change any information in a form. CURRENT(DATE fetches the date and CURRENT(TIME TAMP fetches both date and time information..? function.e this command$ #he string inside the double 0uotes is the name of the column.. /etHs wor+ the first approach.ard with a table that includes TIME TAMP! it produces what seems li+e a bo* with a line inside separating it into two fields. you will see that the TIME TAMP bo* displays date and time information. Our goal here is to either set some date information automatically or help the user minimi.i2t+-" TIME DE&AULT CURRENT(TIME! "Da. /etHs analy. So your code would loo+ something li+e this$ "Moment of +e. which is where we record the ne*t session for a patient.i2t+-" DATE DE&AULT CURRENT(DATE! ('( . #-7))! this e*ample let me also reference the >Schedule? table. ut when you come bac+ to a record you have entered.

you can retrieve this information. 2ou can swiftly change months by clic+ing on the arrows to the sides of the title where the name of the current month is in display. I8hile you are at this. eliminate the >Assignment? primary +ey field. /ets see. y now you will discover that the date bo* has changed$ it offers two buttons. Save and run the form.able. in the . #his is particularly true when your database stores historical information. 9n my e*perience. and not displaying the field does not stop the process. #o try this. you could set 6ate or #imestamp by default and not display the corresponding field in the form.roperties dialog bo* set the >date assigned? te*t bo* to read only. when you are producing a report. these instruction also do not update if you modify a record and the user will need to manually ad=ust them. it =ust prevents the user from modifying the data. 9f you now clic+ on the big arrow head you will see a small calendar for the month appear. Study the >Eeneral? tab to see the goodies that it offers. 9t also offers a bigger bo* with an arrow head pointing down. when a record is created. if re0uired. Also set it to yes. ('& . 9n the >Assignment? form. Now. with arrows in opposing directions. Feel free to play with this. 7emember that this automatic assignment is accomplished through the instructions that created the table. there are some times when you do not want the date and3or time records modified. 8hen the patient was transferred to another therapist or when he stopped being a client of the clinic are all historical information which you would want to preserve. but change its property to >7ead only?. -owever. set the therapist and patient fields to drop-down lists that display both name and surname. ma+e the labels bigger and easier to read. At the bottom you will find two buttons$ One for selecting the current day and one for erasing any date selected previously. #his is really cool! 6ate and #ime bo*es are customi.AS) #<#O79A/ #hese instructions would create columns that would automatically insert time and date information. 2ou can also select any day within the month =ust by clic+ing on it. Or you could display the field anyway. First. provide some useful tool-tips and give this form a descriptive title at the head of it5. build the form for the >Assignment? table. 8hat you need to do now is prevent the user from modifying them manually. and prevent anyone from changing the data. ungroup the 6ate bo* from itHs label and call the . for administrative reasons. Further down you will find a )ropdown property. 8ith this form you can assign patients to a therapist with simple point and clic+ and let ase automatically record the time of the assignment. one on top of the other. allowing the display of widgets that aid the input of data . respectively. For e*ample. Not having them modified automatically would be a good thing. at what moment was one patient assigned to a therapist is such +ind of historical information. /ater.roperties dialog bo* of the date bo*. 9n order to accomplish this you have several options. Find the 9pin and <epeat properties Ithey are right ne*t to each other5 and set them to >yes?.

-owever. #his usually happens when we confront intermediate tables that help with many to many relationships. #he 1edication table provides information about the medication. #o finish this e*ercise.F7O! N)8 9) #O A6:O"A#) 9N A ON). you can activate these widgets. the cursor will appear in the first domain to the left. 2ou can do something similar for #ime bo*es. etcetera. #he smaller buttons with opposing arrow heads increment or decrement the unit of time selected. the arrows will increment or decrement them. which holds the month information in the <SA. in this wee+ or the ne*t. 8e are now going to tac+le a special but not uncommon case of forms$ 8here you need to lin+ three or more tables. 8e need to handle information from -or for. Some other circumstances in date entry could not need this widget$ 9magine that you need to enter the birth day of a person who was born the (Bth of 6ecember in (D4C. 9f you set the 9pin and <epeat properties to yes.. 9 could not thin+ of a better tool for entering the >ne*t session scheduled? information. -ow many times do 9 -ave to clic+ on the left arrowhead to reach such dateG 8ell. ut these combinations ma+e sense only when we can relate them to the tables they derive from. So. 9f you =ust press one of the buttons now. the #9!)S#A!. For sure. sometimes some e*tra information. again. #ime bo*es do not have a )ropdown property. #-7))! #he nice thing about this small calendar is that the user can enter a date in the pro*imity of the current date chec+ing with a simple glimpse if it falls on a wee+end.. #he atient table provides the data of a particular patient. the appropriateness of this tool depends on the conte*t. the bo* will show the two opposing arrowheads. #he thing is$ how can we have all this information in the same formG y now we +now about sub-forms and the help the wi.ing errors while entering date information. bo* is really a grouped 6ate and #ime bo*es.ard provides in ('4 . respectively. !orms with two or more sub forms. As said before. minimi. #8O. which you can try in the form for the >Schedule? table. Our e*ample records the medication some patients are ta+ing. and will increment or decrement it accordingly. #hin+ about this$ the intermediate table usually only holds combinations of primary +eys from two different tables. about (& times for each year separating us from (D4C. 9f you ungroup them and call their respective .three tables in one form. 9f you move your cursor to the day or year section. 7emember that simplicity and ease of use are our primary goals.roperties dialog bo*es. #he intermediate atient1edication table records one or more medications for each patient that is ta+ing medication. with which you can increment the time displayed by the bo*. set the drop-down calendar as a property of the 16ate case closed1 date bo* in the Assignment? form. =ust typing (D4C3(&3(B Ior in the corresponding format5 seems lightning fast by comparison.

odt document$ #he original or principal form and the new or sub-form. which allows us to enter data for a second table only. #his is why the sub-form is called >sub-form? or >Slave form?. #o follow the implementation we will do now.arent form? or the >!aster form?. 1edication and atient1edication tables. /etHs establish some generalities that can help us with this$ )ach form is associated with one table. #he process of creating a . connect them to the corresponding tables and later interconnect them using one or more list bo*es.. 8e need to add a third sub-form and we need to do it manually. we have two forms in one . #he principal form is called the >. 8e usually record information from one table to another in the form through the /ist o* control. )ach form will be connected to a particular table.odt document is =ust li+e a canvas and we can add more forms to it. As we +now. it would be better to use a sub-form in the tabular format so we can read several entries at once.ard is also +ind enough to ma+e the proper connections by as+ing us which cells we want to connect. So the principal form dictates what records the sub-form must display. notice that the 1edication table stores a description of what the medication does.ard are really =ust writer I.ard has been +ind enough to connect the form to a particular table in our database. Finally. #he wi. so you can readily identify the properties that we need to set. #he intermediate table will want to record the primary +ey of the patient and the primary +ey of the medication. #o learn more about them. donHt forget to study the help files that describe them. ma+e sure you study the way they interconnect by reviewing the <!/ diagram.atient table has a (. info that would be useful to display in this form. 8hile following the coming instructions.. #hen we will need to indicate which form will be the master form Ior forms5 and which will be the slave form Ior forms5. #hen. 9n this sense./ code that created the atient. #his table also records data about the dosage assigned and the date such medication3dosage was started and ended. notice that the .n relationship with the table for the sub-form.ay attention to the variable data types of the columns. 9n the case of forms with sub-forms.odt document with several forms is basically li+e this$ 8e insert two or more forms in the writer document.n cardinality with the intermediate table and that the !edication table also has a (.ard only adds one sub-form per form. )ach form will receive controls that display and allow the recording of information. very much li+e the sub-form for telephones for the patient form.articularly. be sure to review the S.ard has added a form. #he table for the principal form establishes a (. #he wi. ecause each patient could have more than one medication. ta+e some time to study the properties dialog bo*es for forms and controls. the sub-forms displays all the records in the associated table that belong to the record in the principal form. )ach control is usually connected to one particular field Icolumn5 e*cept for list bo*es that will connect two.AS) #<#O79A/ setting them up. the . the forms that we have built with the wi.. ('B . 9t will now be left to us to place the forms.odt5 documents over which the wi. 8hile the principal form displays a particular record. . #his is what we will study ne*t. ut the wi.n relationship with it. .

2ou can see that a Form has three tabs$ :eneral.F7O! N)8 9) #O A6:O"A#) 9N A ON). you can change the name of the Form here. 9t wor+s either way. #he Eeneral tab is 0uite small and we wonHt need much of its functionality.ard after accepting our selections.. 2ou can actually drag this form and place it as an independent form. y creating this dependency. so we will be spending some time here. #his last tab is reserved for !acro programming. 9f we e*amine the contents of the Form Navigator we will see a folder with the name >Forms? and then a folder with the name >!ain Form?. 7ight clic+ on >Standard? and select >. the content of this Form Navigator was written by the wi. clic+ on :iewX #oolbarsX Form 6esign. 2ou ('F . 6onHt confuse the Form Navigator with the Navigator. Now. a second label called >lblSurname? and a second bo* called >t*tSurname?. with the name >Form? or >Standard? that is as a dependency of Ithat is. #he Form Navigator displays all the forms associated with the current . /etHs add the control >#able "ontrol? which has the appearance of a grid. right-clic+ on >!ain Form? and from the conte*t menu that appears chose NewXForm. #he 6ata tab allows us to ma+e all the connections that we need. which is usually found at the bottom of the form you are editing. Or you could have created a new form Iwith controls and all5 and only later drag it to become dependent of >!ain Form?. Obviously. with a line connected to5 >!ain Form?. #his >!ain Form? is associated with a label called >lblFirstName?. 9f you clic+ once on >!ain Form? you will see green handles surround the labels and te*t bo*es in our form. you establish that the form called >Form? or >Standard? is a sub-form of the form called >!ain Form? /etHs review the properties of this form. #hatHs all the information we will need to display from this table. y now we have about one third of our form. we are going to write directly to it. 9n the Form Navigator. #he button for the Form Navigator loo+s li+e a compass over a form and is usually the fifth button from the left. so we will leave it unattended.. appearing connected to >Forms? instead. 9f you canHt see the Form 6esign toolbar. #-7))! /etHs start by using the form design wi. )ata and .atient table but then only select the First Name and Surname columns. is located in the Form 6esign toolbar. 2ou can see that this describes e*actly our current form. pic+ colors of your li+ing and open in edit mode. the . 8e have created a new form but this form is invisible to the user because it has no controls yet. a te*t bo* called >t*tFirstName?.ard to create a new form. #he Navigator is called by clic+ing on the button that resembles a compass located in the toolbar. -owever.odt5 document. 9n the second step do not chose >Add a Subform? because we are going to create it manually. For the ne*t two thirds our new best friend will be the %orm &avigator.roperties dialog bo* for this new form appears.odt document. #8O. #he rest is =ust the writer I. by contrast.vents. /etHs start by creating a sub-form. #he Form Navigator. Select the . Finish the process by allowing the editing of all data. Now.roperties?.at!ed form?. Now a new form has appeared. >Standard? is not very descriptive so change it now to >.

ation between parent and sub-form. At this moment a Ta $e E$ement 8i. 2ou can read that the first option is >"ontent #ype? and that itHs assigned to #able. 9n this case we need to connect to the atient1edication table. #he button for H#able "ontrolH loo+s li+e a table. Start 6ate. ase assigns special properties to this form that allow us to lin+ the corresponding primary and foreign +eys so that the sub-form displays appropriate data. Now we are re0uested to chose the columns that will be displayed by this #able "ontrol. A dialog bo* will appear that allows you to find and select both fields simultaneously.roperties dialog bo* is open. which you can call by clic+ing on the name of the form in the Form Navigator. So ma+e sure that you can access them at will and can tell them apart. for e*ample. Now pay attention to this as things can get a bit confusing$ #he #able "ontrol has a set of properties. Select it and then clic+ on ne*t. 9f you now clic+ on finish. #his is usually the primary +ey and in our e*ample itHs the >96 Number? field from the atient table. "lic+ on the bo* for$ 1ore 2ontrolsD and then select >#able "ontrol?. 2ou can write down these column names or you can clic+ on >. we must select a table. Now is time to ma+e our assignments. #able is selected here as a conse0uence of our earlier interaction with the wi. Further down we have the options$ >/in+ master fields? and >/in+ slave fields?. 9f you pee+ on the options you will discover that we can also chose a 0uery or a S. 9f things have gone as e*pected. Notice that the field for the @ 7ead the tool-tips.at!ed form?5 in the Form Navigator and call its properties dialog bo*.AS) #<#O79A/ can find a panel to your left with the Form "ontrol elements. 9f the .. 9f you donHt see it. 8e could do this trough the )ata tab in the . 9n this e*ample itHs the >.ard appears. 6osage and )nd 6ate. Finally. 8e donHt need the . Select the )ata tab. /etHs see this$ "lic+ on the sub-form name Ithat is >. 9t feels terrible and is 0uite easy to be loo+ing for properties that belong to the Form when you have really selected the #able "ontrol. you should see the #able control associated to our new sub-form. the form itself also has its own properties. go to :iewX#oolbarsXForm "ontrols. Now find a good position in your form and place it by dragging and releasing the mouse button.ard. you will see the table with column names for the data re0uested. 2ou can see them in the . 6o practice now calling for these properties and study their options until you become familiar with them. First.roperties bo* Iand we can change selections there later5 but doing it here is fine too. #hat is why we have placed it as a dependency of it. #his bo* is usually number 4rd from the right.atient 96? field from the atient1edication table.roperties dialog bo* when you clic+ on the header of the columns. )ach of the fields inside the table control Ithe columns5 also have properties that are uni0ue to them. ('C .? to the right. For the same reason the atient1edication table is selected in the second option$ "ontent. Kust select !edication 96. #he slave field is the field of the table associated to the sub-form that holds the foreign +ey./ command. 8e have wanted this new form to be a sub-form of the form with the patient data.atient 96. 2ou can also inspect the Form Navigator. #he 7ink master fields option selects the data field of the table associated to the parent form that is responsible for the synchroni.. re0uesting that we connect this table to a data source. ecause of this. you can see them by selecting the #able "ontrol.

9f you select a column header you will see. Select them now. a description of the chosen medication will be displayed in this bo*.at!ed form? become form and sub-form.atient!edication? select >!edication 96?. 8hat we want to achieve is that when we select a medication in the >. For >"ontent type? select >#able? and for >"ontent? select the table 1edication.at!ed form? we can read some information about that particular medication. #his is perfectly fine$ 9t is not the primary +ey which defines who gets to be the master form but our need that the >!edication? table provide information selected in the >.ard +now from which tables to offer options to lin+ master and slave fieldsG ecause we have them connected as shown by the Form Navigator. Our last tas+ will be to have a list bo* display medication names Ibut really record primary +ey numbers in the >. the one lin+ed to the master form and that the 1ed# ication table. 9n the )ata tab of the #e*t bo* select >6escription? for 6ata field. !a+e them big so that they balance the big #able control if you place them side by side li+e 9 did. is associated to the slave form. -ow does the wi. #his is going to be the master field. that each column holds a control relevant to the column ('@ . 6onHt get confused by the fact that both columns are called >!edication 96? and instead notice that what we are doing is =oining foreign +ey with primary +ey. Now for a big surprise$ #he #able "ontrol is not really a control but a container of controls that are displayed in tabular form. #8O. From the >!edication? option select >!edication 96?.at!ed form?5 so that we can assign medications to the chosen patient. the sub-form >.at!ed form. Now go to the )ata tab.at!ed form?. A new form appears in the form navigator.ard Ithe >. which provides a primary +ey. and then clic+ on >Form?. Now s+ip to the part where we lin+ master and slave fields and call the wi. "all its properties dialog bo*.. change the name to >!edication info?. Also give it a bac+ground color that will ma+e it stand out I9 chose Erey &'. #-7))! sub-form is located to the right in the dialog bo*. respectively. every time you pic+ a medication in the . #his means that the >. y the time you clic+ OL. 9n the conte*t menu that appears select New. >!ain form? and >.at!ed form? in the form navigator. 7emember.. #his means that when you select one particular patient.. this is going to be the slave field. 7ight clic+ on >.. /etHs now go to the third leg of this e*ercise$ 9ncluding the >!edication? #able.F7O! N)8 9) #O A6:O"A#) 9N A ON). 9n the properties dialog bo* name the label >!ed 6escrip? or something li+e this and ma+e it display >!edication 6escription?.at!ed form? will show you any medications associated solely with the particular patient selected in >!ain form?. Select it now and add a label and a te*t bo*. 9n the :eneral tab.at!ed form? will be the master in relation to a third form we will have to include although it is the slave form in relation to >!ain form?. #his way.? button5. 2ou might notice that it is the intermediate table.. From >. with the name >Standard? or >Form?. Our third form has no controls yet. which provides the foreign +ey. upon calling the properties dialog bo*.. under the name of the table it derives fromJ and that the field for the master from is offered to the left. confirming your selections.

i"ation"% ('A . #ype of list contents./ statement$ S)/)"# Wfield 'X./ code that created the table associated to the form./ code for this so you can select S. #hese are$ 6ata field. 9n the :eneral tab. Of course. Select it now.ard to the columns. you will see that they were appropriately assigned by the wi. which is the table from which we are going to ma+e our selections. this would be >!edication 96? of atient1edication. 8e donHt need this and we will change it to a /ist o*.i"ation ID" &ROM "Me. #his also relives us from needing to type the name of the medication and ma+ing a mista+e that can come and haunt us later. List "ontent is going to be generated by the following type of S. /etHs first review what is it that we want to achieve$ 8e want to record the primary +ey of the medication that is being assigned to the patient in display. Ty)e o! $ist "ontents is as+ing how the items to appear in the /ist bo* Ithe names of the medications5 are to be generated. we donHt want to memori. 9nstead. 9f you e*amine their respective )ata tabs. 9n any event. /ist content and ound field. if you select the >6osage? column in the #able control. the ne*t section e*plores the S)/)"# command in depth. Wfield (X F7O! Wselection tableXJ #his instruction displays all the records in >field '? and >field (? of the table >selection table?../. change the /abel to >!edication?. #he selection we ma+e will be recorded in the >!edication 96? field of the atient1edication table.at!ed form?. it must loo+ li+e this$ ELECT "Name"! "Me. the header of the properties bo* calls it a te*t bo*. #he S. 8e are going to use some S. #he )ata tab of the /ist bo* has four properties relevant to the tas+ at hand.. #he 'ata !ie$d specifies the receiving cell of the table associated with the form. So. Now call the )ata tab.? and then chose >/ist o*?. 9n this case. if you want to have that information as bac+ground. for e*ample. "onse0uently. >)nd 6ate? is described as 6ate field and so on.e which primary +ey belongs to which medication./ code that we are going to use is no more comple* than the e*amples we have used so far. which we have associated with the >. /etHs get started$ First.AS) #<#O79A/ data type defined by the S. this property option has a drop down list that offers you all the available fields. right clic+ on the >!edication? column header in the #able control and select >7eplace with. we want the /ist bo* to display the names for each medication and assign the primary +ey of the one we clic+ on. call the properties dialog bo*. 9n our e*ample. >!edication 96? corresponds to an 9nteger. 8ith this column still selected. ecause this control has already been assigned to such table.

. #his is relevant for our last property$ Bound !ie$d specifies how to bind the fields for the list bo*. 8hile you are here. #8O. 2ou should see that the >!edication? column has a bo* with an arrow head pointing down.F7O! N)8 9) #O A6:O"A#) 9N A ON). field ' I>Name? from the table 1edication5 will populate the drop down list while field ( I>!edication 96? from the same table 1edication5 will be entered in >!edication 96? of the table associated with this form I atient1edication%. a description of the medication will appear under >!edication 6escription?. Note the order in which the S)/)"# statement was designed$ first we call for >Name? Ifield '5 and only secondly do we call for the primary +ey >!emeber 96? Ifield (5. we are ready! /etHs test our form. donHt forget to give this form an appropriate title. -opro. 'a. #his will bring out the calendar widget. 9f you clic+ on it you should see the medications previously entered for you to select from. >)nd 6ate? is supposed to be populated by us. Now call our form. 8hen you select the option (. (opical fungal skin conditions.aEuin Description (reatment of peptic ulcer and irritable colon. #o ma+e this easier for the user. ase is going to enclose the entire instruction in its own set of double 0uotes. then. Fuinolone antibiotic for lower respiratory infections. 2ou can use the following$ ame -ibra.. #-7))! After we have entered it. #hen populate the medication table. field ' will provide data to be displayed in the drop down list while the field ( will provide the data to be entered in the field specified in 6ata field. First. ecause we have set >Start 6ate? to be populated automatically. 9n our e*ample. ('D . After doing so. OL. #hen assign the >6rop down? property to yes. 6onHt be alarmed by this. you can open the form in edit mode and call the properties dialog bo* for this column. we should see the date displayed when we return to an entered record. populate the patient table with three or more fictitious patients.atient !edication Assignment and -istory? or something li+e this. 8rite a header with$ >.

AS) #<#O79A/ ((' .

2ou should +now that the 7eport 6esigner in ase can only use one table at the time as source . 7eports are a fancier rendition of a 0uery$ 2ou can include the logo of your company./ 0ueries is not difficult and. So.@\ of all the psychiatrists that handle the medication for your patients are in charge of actually @@. third. ma+ing sure that the input of data minimi. . the E<9 will be really easy to use. 9f you have read other tutorials that describe reports and 0ueries with ase. because if you learn how to 0uery with S. reports are based on 0ueries. calculate pro=ections and help you ma+e decisions. the idea that you have stored the right information in the right place and that your system has not changed it for some obscure reason. For all this wonder to happen. we are going to rely on the use of S. & Now we are ready to really ta+e advantage of all the hard wor+ we have done so far. Second.Chapter *roducing <ueries./ code to create 0ueries. it will still be a table. #his in turn rests on )ata &ntegrity. the result of your 0uery will always be delivered as columns and rows.. all this is aimed to ensure data integrity. /etHs start with some generalities$ A 0uery always produces a table. that (&.es entry errors.. itHs the only way to go5. this is the +ind of information you can e*tract from it. that is. second and third normal form. you +now that a very friendly graphic user interface IE<95 has been developed to help you 0uery your tables. however. include the day Idate5 or the person who designed the 0uery and even organi. if you as+ your database appropriately. -owever. you need to ma+e sure that the information that you e*tract is valid information.C\ of all the patients that receive medication or that &C. )ven if it only has one column. #his +ind of information can help you distinguish trends. 2ou have been wor+ing on data integrity from the very beginning of this tutorial$ #he careful design of your tables and relationships -including column attributes and the handling of deletions./.A\ of patients at your clinic have been diagnosed a form of post-traumatic stress disorderG 8ell.roducing and reviewing 0ueries can be truly e*hilarating because this is the moment that all the data you have stored becomes information you can use. #hin+ about this$ 9f you were the director of the psychological clinic we have been using for our e*ample. wouldnHt you find it informative to +now that @B.e the layout of your information. 9n this tutorial. because learning how to ma+e S. because comple* 0ueries are really easier when formulated with S. First. the tric+ is to learn how to 0uery your database in order to get this information out./ code Iand sometimes. compliance to first.C \ of all patients with a form of depression are female. now you +now that databases are much more than =ust a way to store names and addresses and later print labels for mailing. Now.

e this statement$ First.uery section. which is the >7un ./ is 0uite forgiving if you donHt include it. then the >.. 9n its most basic form./ code must be straight. 9t seems li+e a small thing but they are different characters and +nowing this will spare you a big headache. #his might not be true with other database systems. 2ou might remember that ase offers two places to enter S. #he H]H sign is a wild card.sychiatrist? table should appear. 9f you were to read this statement aloud. .AS) #<#O79A/ for creating your report.ed the code for creating tables earlier in this chapterD. 8hat we want to accomplish now is to be able to reduce the data displayed. which is true for all statements in S. the statement ends with a semicolon.sychiatristH. for -S. this is all. 9f you made no typos. 2ou see. /etHs see if it is true. #hree options will appear in the Tasks panel.. that is.uery? button.sychiatrist? table. 9f you introduce code li+e this to the 0uery window ase will throw a synta* error. 8e have already done something similar when creating compound list bo*es for data entry. so that we can e*tract information that is not immediately apparent. the S)/)"# command needs only one parameter$ #he table from which you want to e*tract your information. #his command is very versatile and powerful and will be the focus of attention for the rest of this section. A /oo+ at this code$ ELECT D f+om FP2-"hiat+i2tG%. Are you readyG /etHs get started. located in the column to the left under the heading >6atabase?. by filtering it.ueries? in your ase interface./. ((& . you should say something li+e$ HSelect >all columns? from Ythe table$Z . #he wor+horse for creating 0ueries is the S)/)"# command. 8e saw this when we analy. Select the last one that reads$ 2reate 6uery in 967 view./ instructions. Notice that the double 0uotation mar+s re0uired by the name of the table are slanted. D -owever. therefore. li+e this$ ELECT D &ROM "P2-"hiat+i2t"%A /etHs analy. -S. #his means that we have to create a 0uery that integrates the information that we need into one table before we can give it a fancy loo+ with a 7eport. it replaces the actual names of the columns in your table and represents them all. #his would produce the entire >.<6 ?ueries with 0ase. Not that difficult. #he double 0uotation mar+s re0uired by the S. #ype the statement and then clic+ on the icon that has two papers and a green chec+ where they intersect. "lic+ on the icon over the te*t >. #his time we are going to use the ./ and.

7un the 0uery. 2ou can see that every first row in the resulting table is appropriately labeled with the name of the columns they represent$ >First Name?../ with a green tic+ on top5. ((4 ./ window will not pay attention to this and still understand. you =ust want the name and phone number. #he alias command not only changes the label in the column. it also allows us to reference this column by the new name given.sychiatrist?. #o do this. 8e do this with the +ey word >AS?. 8e will do this later... li+e so$ ELECT "&i+2t Name" A "P2-"hiat+i2t"! " u+name"! "Phone Numbe+" &ROM "P2-"hiat+i2t"% Note that the command has been fragmented. Kust remember not to run the command by ase if your version of ase is previous to 4. 8e should ta+e advantage of this because it ma+es finding mista+es easier when we are composing comple* instructions. we should try this$ ELECT "&i+2t Name"! " u+name"! "Phone Numbe+" &ROM "P2-"hiat+i2t"% Notice that 9 am indicating the names of the three columns that 9 want. She could review record by record and write down their phone numbers or you could ma+e her life easier and swiftly produce a printed list for her. ut we can change this and re0uest that the column be referenced with another name. the instruction as if it were one long line. #he S. of course. #hen. >Surname? etc. instead of selecting all columns in the table. Ah! #his list is easier for the assistant to use.. 2ou could =ust copy the instruction we used then. and the table from which 9 want them e*tracted. inside double 0uotes and separated by commas. For this we can use an alias./ command directly. #-7))! /etHs say that you want your assistant to contact all the psychiatrists by phone. can we concatenate the name and surname into one column li+e we did for the list bo*esG #hat would really ma+e the resulting list a very cool one! And. 8e have done this =ust to ma+e it easier for humans to read.es and blan+ spaces for the names of columns and tables we would not need to use double 0uotation mar+s.? button Ithe one that reads S. 9f you run this 0uery now you will have almost the same output than before.F7O! N)8 9) #O A6:O"A#) 9N A ON). ut instead of going this way 9 want to introduce the use of functions. #o ma+e this list clearer to your assistant. with the concatenation pipes and the strings within simple 0uotes. and e*ecute. #8O. 7emember that if 9 had not used different case si.& and use instead the >7un S. we can. we would li+e to ma+e e*plicit that these are the psychiatrists and not patients or the medical doctors. 9f you are starting to get the hang of this you could be as+ing$ -ey. e*cept that the column with the first names will have the heading >.

ation and spaces. /etHs imagine that you have a database that has collected some measured angles and you need their cosine. 8hat happensG #his should really ma+e your assistant very happy! ELECT CONCAT(" u+name"! "&i+2t Name"$ A "Phone Numbe+" &ROM "P2-"hiat+i2t"% "P2-"hiat+i2t"! 2ou will see that there is no space or comma between name and surname in the resulting set$ #hey have =ust been =oined. #his would be as easy as$ ELECT "An. #his instruction produces a result table with two columns$ #he angles you stored in the column >Angle 6ata? in the >!easurements? table./. this name is within double 0uotes. 8e canHt do that with "ON"A# directly. the method using the pipes is better.le H"! CO ("An. middle name and surname. while the pipes allow you to connect as many clauses as you want. and the cosine of those very same angles.<6. 9t also happens that this function accepts only two parameters$ string( and string&. you will find a function li+e this$ "ON"A# Istring(. !ost of these are understood and used by ase. li+e this$ ELECT CONCAT(" u+name"! "&i+2t Name"$ A "P2-"hiat+i2t"! /etHs replace our first line in the previous e*ample with this instruction and run the 0uery.html 9f you chec+ their documentation. 8e already +now some$ CURRENT(TIME returns the time in the cloc+ of your computer at the moment the function is called. string&5 #his one would allow us to concatenate name and surname. #hin+ of the "OSId5 function$ you give it the parameter HdH Iwhich is supposed to be an angle5 and it will return the cosine of the angle. and you can find them in their website$ http$33hs0ldb.le Data"$ A "Co2 H" &ROM "Mea2u+ement2"% Note that we have given the name of a column as a parameter.le Data" A "An. and all clearly labeled for ease of use. Again. Other functions ta+e one or more parameters. ((B .org3web3hs0l6ocsFrame. because of capitali. we could be adding name. For instance. 9n this respect.AS) #<#O79A/ 0uiltDin !unctions in 9. #here is a great deal of interesting functions available for -S./ code that return a value. Functions are statements in -S.

?. ecause this 0uery is e*ecuted when it is called. ut after you analy. you will see that this 0uery has =oined our list of available 0ueries. 2ou will be as+ed a name for this 0uery I9 used >0ry.F7O! N)8 9) #O A6:O"A#) 9N A ON). that is very useful. the resulting table will appear.e data and produce global numbers Ili+e percentages. or clic+ the icon with the dis+ette5./ will not complain about applying any combination of functions as long as we donHt default the synta* and the data type. that is. #8O. 9f you double clic+ on it. right-clic+ on the name of the 0uery and select >)dit 0uery in S. the 0uery updates itself every time it is called. 8e will see later that our ability to synthesi. #-7))! -owever. "an we use the "ON"A# function instead of the double pipes in building compound list bo*esG 2es./?. #his allows for a very powerful use of functions. Now.hone/ist?5. there is a wor+around to solve this problem that also helps us understand the versatility of functions and how we can use them. 8e will come bac+ to this when we finish e*ploring the S)/)"# command. /etHs thin+ about the end result that we want$ 8e want the column that displays the names of the psychiatrists to have the following format$ Surname T comma T space T first name. Should you want to edit this 0uery..e it for a while it ma+es perfect sense. simply save this new 0uery with >Save as. averages and sums of columns5 are all based on functions. #his ma+es for a nice introduction to the versatility of functions.. 9t also shows that -S. with so many 0uote signs and with commas that are both part of the end result and also part of the definition of the function.sy./ strings are enclosed within single 0uotes5 and then =oin this result with the first name.sychiatrist table will be reflected here. 9f./. asically this means that we want to =oin the surname with a string containing a comma and a space Iremember that with -S. which will also allow us to run the instruction through ase and not s+ipping directly to -S. ((F .. you want to +eep both versions. At this point you should save your 0uery IFileX Save. after you amend your 0uery. 8e can represent this idea li+e this$ CONCAT(H! "&i+2t Name"$ H where means$ CONCAT(" u+name"! 3! 3$ so our statement should loo+ li+e this$ CONCAT(CONCAT(" u+name"! 3! 3$! "&i+2t Name"$ #his could be somewhat difficult to read..aving and Calling a <uer$. 9f you close the 0uery now and go bac+ to the ase interface. any additions or deletions to the . .

#he S)/)"# command also allows you to pic+ a subset of your total data. 9f the evaluation returns #7<). or ". 9n the comparison. HAH is less than HMH. 2ou have all comparison operators at your disposal$ W. 9f the evaluation of the condition for that record returns FA/S) then the record will be s+ipped. only those records will be displayed. ((C . 2ou can compare columns to strings. /etHs imagine that you have an interest in listing all the patients of the clinic that are male only. which means that all columns from the >. you would use$ ELECT D &ROM "Patient2" </ERE ")en. H"H is bigger than HAH. and so on. X. String comparison can also use these mathematical operators. WP. <sing these operators with numbers is 0uite straightforward. #hen you can produce this list by re0uesting$ ELECT D &ROM "Patient2" </ERE " u+name" = 3D3% . 9n this case. 2ou do this by imposing a condition with the 8-)7) clause. only the records that have H!aleH in the >Eender? column will satisfy the condition imposed by the 8-)7) clause and. the name of the tables are enclosed by double 0uotes while the string literals are enclosed by single 0uotes.atient? table will be returned.e+" 1 3Male3% 2ou can see that we are using the wild card. 8hen you compare dates you should +now that an older date is considered >less? that a more recent one.AS) #<#O79A/ 1here/ So far you +now how to select columns for a 0uery. they represent the position of the letter in the alphabet. -owever. XP and even WX Ior !P5. #his is how S.lease note that in all these e*amples. so$ I6ate( W 6ate &5 will return true only if 6ate( is an older date than 6ate&. give them an alias if necessary and even run them through a function. that record will be displayed with the resulting set. -S. 9n this case. /etHs say that you want to brea+ down your list of patients so several assistants can wor+ on them simultaneously. Notice the use of the e0uality sign >P?. /ets say that your first assistant will wor+ with all patients where the surname starts with A./ tells them apart. if the first letters are e0ual then the second letters are compared./ will go through all the records chec+ing this condition. conse0uently. dates and numbers and even to other columns.

html Now.. #he HRH sign stands for any character. 9f you had a record that only had a H H for surname. Notice that 9 used the H\H sign not only at the end of the string literal to match but also at the beginning.F7O! N)8 9) #O A6:O"A#) 9N A ON). no matter what characters -or how many characters. O7 and NO# to ma+e more comple* 0ueries. #he s0uare brac+ets mean that you can decide to include or not the >Not? statement. /etHs see this in action$ ELECT D &ROM "Patient2" </ERE " u+name" LI'E 3BI3% #his will select all names that start with the letter > ?. it would have meant that 9 am loo+ing for records that end with H!ain St.+e22" LI'E 3IMain t#I3% #his 0uery will select all records that have H!ain St. any number of times Iincluding 4ero times5. ELECT D &ROM "Patient2" </ERE "A. S. Compound ?ueries 2ou can include more conditions to the 8-)7) clause with AN6. more or less. chec+ the documentation provided by the -S. code Iwhich. depending on what you are loo+ing for$ the record to have a null value or the record NO# to have a null value in the particular attribute. and wish to invite all female psychiatrists that practice in your same M9.appear after the H H. for this ((@ . 9f 9 had omitted the first H\H.. e*actly once. 9n order to find a more comprehensive list of accepted e*pressions. it would have meant that 9 am loo+ing for records whose address start with H!ain St. one of the psychiatrists./ offers you two other wild cards to help you be more precise with your condition$ #he H\H Ipercent5 sign and the HRH Iunderscore5 sign./ website at$ http$33hs0ldb. 9f 9 had omitted the last one. #-7))! #he 8-)7) condition accepts e*pressions comparing the value in a column with the N<// value. which you use instead of the mathematical operators.H. +now the kind of matches you are loo+ing for. it would also be included in the result. li+e this$ 8-)7) WcolumnRnameX 9S YNO#Z N<//. #he H\H stands for any character.org3web3hs0l6ocsFrame.H.H somewhere in the address. you can as+ for e*act matches Iwith the HPH sign5 but also can re0uest similar matches using the /9L) operator. these two wild cards are enough for many comple* combinations you could want to match. /ets say that you are planning a surprise party for elinda.. ecause you. #8O. elieve it or not.

e+" 1 3&emale3 AND "Jip" 1 3:K. you can create a 0uery$ ((A . #hen you should ad the following clause$ ELECT D &ROM "P2-"hiat+i2t" </ERE ")en.AS) #<#O79A/ e*ample. #he list your assistant needs could be composed with the following$ ELECT D &ROM "P2-"hiat+i2t" </ERE ")en.ate" DE C% Eser defined parameters. !any times you need to sort the result based on some parameter. that was admitted sometime between &''B and &''C. the output table of your 0uery might not show any particular order. ut you see where 9 am going$ you can ma+e S)/)"# commands as comple* as your search might re0uire. that is.a3 ORDER B* " u+name" A C% AS" means that you want the list in ascending order Iremember that HAH is less than HMH5. 9nstead of going through &F'' records one by one.e+" 1 3&emale3 AND "Jip" 1 3:K.a3% Note that this 0uery will e*clude all psychiatrists that have H elindaH as a first name. the S)/)"# command accepts an O76)7 2 clause.LL3 AND NOT "&i+2t Name" 1 3Belin. with the more recent additions to the top of the list. will be (4'BB5. you should re0uest$ ELECT D &ROM "The+api2t" ORDER B* "/i+in. if you wanted a list with all your therapists. /etHs say that as the director of the clinic you need to find a particular patient whose name was Sanders or Sando. #he database went about collecting the records that conform to your conditions and then displayed them in the order they were found. ordered according to years of service. For e*ample. elinda should not get an invitation or the surprise would be spoiled. not only our elinda. 9n order to achieve this. . or something li+e that. 'rder in the room% please7 Now. #o avoid this you might want to include the surname as part of your 0uery. from more to less Ifrom HMH to HAH5. Of course.LL3 AND NOT "&i+2t Name" 1 3Belin. O76)7 2 also accepts 6)S" for descending. /etHs say that you want the list for the party ordered alphabetically according to the surname. Optionally.

. top6ate and bottom6ate. After that. 2ancel and (e*t.i2t+-" 0M:7OK:O7.org. #he window also displays the buttons$ O!. #8O.F7O! N)8 9) #O A6:O"A#) 9N A ON).. your /ocal format would be dd3mm3yyyy. #he local format is set when you chose the /anguage Settings for OpenOffice. Note that the dates given are e*cluded from the search. so ase can tell that they are dates. 2ou can also enter the values by clic+ing on (e*t after each value and O! after you enter the last one. so ase can tell that they are dates.arameter 9nput?.i2t+-" =: topDate AND "Time of Re.. ase allows you to leave variables in place of your parameters. you could enter this$ (' 9 have also entered date information without the HOH sign and ase responded without problem. 2ou then enter the parameters for your search in the order they are as+ed for. ecause we built our 0uery with the /9L) operator for patient name. 9t will loo+ li+e this$ ELECT D &ROM "Patient" </ERE " u+name" LI'E: patientName AND "Time of Re.arameter? and immediately below it a bo* with the three variables present in this 0uery$ patientName.:O. ((D . Actually. For e*ample.:M AND "Time of Re. #-7))! ELECT D &ROM "Patient" </ERE " u+name" LI'E 3 anI3 AND "Time of Re. Also note that 9 have used two formats for entering date$ the 9SO format that uses yyyy3mm3dd and the 0o#al format used in the <S that uses mm3dd3yyyy.NO. 9 should stic+ to using one or the other for consistency but 9 want to show that 9 can use either. changing name and dates. the matches will appear in table format ordered by surname from A to M. #his could be a very useful 0uery for finding patients. 9f you live in )urope or /atin America. without having to change the code. <nder the bo* you will see another label the reads$ >:alues? and then a single te*t entry bo*. the name and the date limits5 you write the operator followed by a colon Ithe >$? sign5 and then a variable name. #he dates you enter need to be enclosed by >=? signs('.KM ORDER B* " u+name" A C% Note that the dates are enclosed by >=? signs. you are entitled to use the wild cards >\? and >R? =ust li+e we have been doing so far. pressing the )N#)7 +ey after each one. At the top of the window you will see a label that reads >.i2t+-" 0: bottomDate ORDER B* " u+name" A C% #his is what itHs going to happen when you run the 0uery$ ase will display a small window called >. every time you are loo+ing for patients with other parameters. e*cept that you will have to write it again. #his is how it wor+s$ instead of defining the parameters Iin this case.. and as+ you to fill them at the time you run the 0uery.i2t+-" =M7. Of course.

-ow do we do thisG First. Notice that both.lease note that. /etHs assume that you have e*actly the following three patients in your database$ Ale* Smith. Also.atient? table and the >. we need to enclose them in their own set of double 0uotes./ code. to une0uivocally reference the columns that we need.AS) #<#O79A/ Smi\ O'(3'(3&''FO O(&34(3&''4O #he 0uery will loo+ for all Surnames of patients that begin with Smi Ili+e Smith or Smithers5 that were admitted in &''B Ibut not in the last day of &''4 or the first day of &''F. we +now beforehand that Ale* and Kohn have Amanda as their psychiatrist and Fran+ has 6ebbie.<column name> #his is to say that we are going to use the name of the table and the name of the column. 8e ta+e this to the ne*t level when we thin+ about the ability to use the data in more than one table to create a 0uery. because our names for columns and tables use upper and lower case and spaces. #he first and last name of patients is in one table and the first and last names of the psychiatrists is in another table. 6ebbie 6obson. ma+ing new searches without having to amend your S. <uer$ing more than one table at a time #he things that you can do by now with the S)/)"# statement are already pretty impressive. 2ou can run the 0uery again and again. separated by a period.sychiatrist? table have columns called >First Name? and >Surname?. we need a convention to ma+e e*plicit what tables are we e*tracting our columns from.ere. if we run the above 0uery we get something li+e the table in the ne*t page$ (&' . 9magine the following circumstance$ 2ou need a list of of all your patients and their psychiatrists. Also. the >. Kohn Serrato and Fran+ #hrungJ and e*actly the following two psychiatrists$ Amanda . we need to reference both tables being used in the F7O! clause of the S)/)"# command. we should write$ ELECT "Patient"#"&i+2t Name"! "Patient"#" u+name"! "P2-"hiat+i2t"#"&i+2t Name"! "P2-"hiat+i2t"#" u+name" &ROM "Patient"! "P2-"hiat+i2t"% . For that you would need to include the e0uality sign >P?5. 9n order to tell them apart we are going to use the following synta* in our 0uery$ <table name>. -owever.. Following the e*ample.

atient? table is identical to the primary +ey in the >. 8ell. #8O. we canHt tell which is a patient and which is a psychiatrist. #he 8-)7) clause that help us match +ey numbers transforms this into an &nner Eoin. $le. 9t is also more elegant. 9t is this foreign +ey that tells us which psychiatrist sees which particular patient. we will get results li+e the one on the top. Otherwise. the first problem is also easy to solve. review the S. 8ith an inner =oin we only select the instances that match our conditions. we will use a 8-)7) clause to include this condition. 8hat you donHt +now is that two of your psychiatrists are currently not seeing any pa(&( ../ code that created the tables and the </! diagram that describes them. Now. #his is fine most of the times but not always. "onse0uently. this last thing is easy to correct. 8hat we really want is the information of which patient has which psychiatrist.sychiatrist? table./ code will loo+ li+e this$ ELECT "Patient"#"&i+2t Name" A "Patient Name"! "Patient"#" u+name" A "Patient u+name"! "P2-"hiat+i2t"#"&i+2t Name" A "P2-"hiat+i2t Name"! "P2-"hiat+i2t"#" u+name" A "P2-"hiat+i2t u+name" &ROM "Patient"! "P2-"hiat+i2t" </ERE "Patient"#"P2-"hiat+i2t ID" 1 "P2-"hiat+i2t"#"ID Numbe+"% )very time we are =oining tables. Dohn Dohn )rank )rank ame . it is a very good practice to use an alias for each column to avoid these uncertainties. we will need to match foreign and primary +eys. First of all. Second. with no other clue. /etHs imagine that instead of two psychiatrists you have twenty three and that instead of three patients you really have five hundred and twelve. when we are wor+ing with more than one table. that shows all possible combinations between patient and psychiatrist.F7O! N)8 9) #O A6:O"A#) 9N A ON). #-7))! !irst $le. Of course. So what we want to do is produce a result set where the foreign +ey in the >. 9f you donHt remember.urname *mith *mith *errato *errato (hrung (hrung !irst $manda ebbie $manda ebbie $manda ebbie ame . our S. both columns read >First Name? and >Surname? and. each psychiatrist has a primary +ey that appears as a foreign +ey in the patientHs table. All we need to do is add an alias for each column. which gives us the information we want. Such result. is +nown as a 2artesian Eoin.urname "ere4 obson "ere4 obson "ere4 obson #his is clearly not what we e*pected.. 8e have 4 patients and & psychiatrists and a resulting set of & * 4 P C combinations. and if we loo+ carefully. 9f you remember. 9n general. what we really have is a result where every patient is combined with every psychiatrist.

/. Nice! /etHs now return to our inner =oin in the previous e*ample.ing the names of all the psychiatrists to note the e*clusions. use the proper BtableC. #his result set will display all the psychiatrists but will leave blan+ the cells for patients if they donHt have one. is a linear language. it is the table to the left I sychiarists5 from which all names and surnames will be e*tracted even if they do not have patients that will match foreign +eys. #hen we write the name of a table. 8hat we will need to do is to include the . #hen we write H/)F# O<#)7 KO9NH and then the name of the second table. 9f you run this inner =oin you will produce a list that associates every psychiatrists that has a patient with her corresponding patients but that e*cludes from the result set all psychiatrists that do not have patients. 9f you want the 0uery to include all the information from the table written secondly Iwhich would be placed to the right of the first one5 then you want a <ight Outer Eoin. #his would help you +now that there is information that you donHt have. ecause we are as+ing for a left outer =oin. #his fact will not be obvious with a long list li+e this one and it will ta+e you a serious analysis of the list and memori. you need to write the name of one table first and then the name of the other table second. is placed to the left in the declaration. 9f you want the 0uery to produce the complete information in the table written to the left then you want a 7eft Outer Eoin. /etHs produce the 0uery that will include all the psychiatrists even if they do not have a patient in our database -so that this fact becomes obvious! ELECT "P2-"hiat+i2t"#" u+name" A "P2-"hiat+i2t u+name"! "P2-"hiat+i2t"#"Name" A "P2-"hiat+i2t Name"! "Patient"#" u+name" A "Patient u+name"! "Patient"#"Name" A "Patient Name" &ROM AOP "P2-"hiat+i2t" LE&T OUTER POIN "Patient" ON "P2-"hiat+i2t"#"ID Numbe+" 1 "Patient"#"P2-"hiat+i2t ID"C Note that the F7O! clause starts with an opening curve brac+et I H^H 5 and HOKH for Outer Koin. in this case the sychiatrist table which. 9t would be much better if the result of our 0uery includes all psychiatrists. #o accomplish this we can use an Outer Eoin. even if they donHt match our conditions.AS) #<#O79A/ tients. 8ith this =oin we are re0uesting to include all the information in one table even if it is not associated with the corresponding information in the other table.atient . Say we also want to include the patientHs phone number as a result of the 0uery.BcolumnC synta* and include an AN6 condition to the 8-)7) clause that lin+s the primary +ey of the patient with the patient 96 foreign (&& . ecause S. Finally. 7un this 0uery now. #he synta* for an outer =oin is a bit more comple* at first but you will see that it ma+es complete sense.hone table to the 0uery Iwith the F7O! clause5. because we wrote it first. Note that instead of writing H8-)7)H we use the +eyword HONH to set our matching conditions. li+e )nglish. in this case atient. which can be a valuable bit of information in itself. this data had been placed in its own table because we wanted to record an unspecified amount of phone numbers for the patients. we finish with a closing curve brac+et I H_H 5. 9f you remember.

i"ation"! "Patient Me. 9f you remember. we need to include the appropriate conditions. #his is stored in the intermediate table. "an you write this 0uery before loo+ing furtherG 2ou should! ELECT "Patient"#"&i+2t Name" A "Patient Name"! "Patient"#" u+name" A "Patient u+name"! "Me. #o ma+e the result of this 0uery easy to read.i"ation"#"Me.i"ation"#"Name" A "Me.F7O! N)8 9) #O A6:O"A#) 9N A ON). we use intermediate tables between two tables that have a !any to !any relationship Im. /etHs say that we want to list all the medications used by a patient. we also need to consult the >. -owever.i"ation"#"De2"+iption" &ROM "Patient"! "Me. #-7))! +ey in the .i"ation"#"De2"+iption" &ROM "Patient"! "Me.i"ation"! "Me. you will re0uire n-( =oins. =oining two tables re0uires one 8-)7) statement.n5.i"ation ID" 1 "Me.. 9f you notice. 2ou can start seeing a pattern here$ Koining four tables will re0uire three statements.atient? table and the >!edication? table..i"ation"#"Name" A "Me. 9n general. #ry writing such 0uery now.i"ation"#"Patient ID" 1 "Patient"#"ID Numbe+" AND "Patient Me.i"ation"#"Patient ID" 1 "Patient"#"ID Numbe+" AND "Patient Me. if you are =oining n tables.. As an e*ercise.i"ation"#"ID Numbe+" ORDER B* "Patient"#" u+name" A C% /etHs dress up this 0uery by including other elements reviewed in this part$ /etHs ma+e the 0uery as+ us for the patient for which we want the report and letHs have the output of the name be displayed in one column$ ELECT CONCAT(CONCAT ("Patient"#" u+name"! 3! 3$! "Patient"#"&i+2t Name"$ A "Patient Name"! "Me. 8hat we want to do is to e*tract the meaning from those combinations. 9n our e*ample we have an intermediate table between patient and medication.i"ation" </ERE "Patient"#"&i+2t Name" LI'E: PatientName AND "Patient"#" u+name" LI'E: Patient u+name AND "Patient Me. ecause we are =oining three tables. do write this 0uery that as+s for a psychiatrist and lists all his3her patients with their respective phone numbers.i"ation"! "Me. we will also include informative aliases.i"ation"#"ID Numbe+" ORDER B* "Patient Name" A C% (&4 . Intermediate ta $es are no more difficult that what we have done so far. Koining three tables re0uires two 8-)7) statements. One medication can be used by one or more patients..hone table. ut this table only lists such combination of +ey numbers. we +now that we will need two =oins.i"ation"! "Patient Me.i"ation"#"Me. One patient can use one or several medications. which holds the patientHs +ey number associated with the +ey numbers of the medications he3she uses.i"ation" </ERE "Patient Me. an intermediate table basically =ust stores several combinations of foreign +eys. 9n order to +now what they mean. #o avoid a "artesian =oin.i"ation ID" 1 "Me. #8O. connected by an AN6. #he use of an intermediate table transforms that cardinality to a manageable (.n.

these functions use the following synta*$ ELECT BfunctionC ("Column Name"$ &ROM "Table Name" >###? where BfunctionC stands for one of the D aggregate functions named above. 7emember that aliases not only change the heading of the column but also allow us to reference the column with that name in the S. on the other hand. but instead of returning one value for each record evaluated. albeit with only one column and only one row Iplus the header row with the name of the column5. believe it or not. return a summary number that represents an aspect of the entire set. Aggregate functions.AS) #<#O79A/ Note that the order clause uses the name given to the column by the alias./ code. in my computer. "O<N# will return the number of records in a specified table. #his is as comple* as our S)/)"# statements will ever get.N(!G# = I ecause 9 only entered data for eight patients5 Now. with no problem. "ompare this result with the "OSId5 function that we reviewed earlier. li+e regular functions. /etHs say that you need to +now how many patients have been recorded in the database. (&B . this result is still a table. #hen you can run the following instruction$ ELECT COUNT(D$ &ROM FPatient2G% which. they return one value that represents the entire collection of evaluated records. 8e will briefly review the following aggregate functions$ COUNT! MIN! TDDE6( AMP# MA4! UM! A6)! 6AR(POP! 6AR( AMP! TDDE6(POP! 9n general. and produce them. Aggregate !unctions: Aggregate functions also return a value. 9n that e*ample the parameter HdH stood for a column name and the function returned the cosine for each and every angle recorded in that column. returns a result li+e this$ CC. but by now you should be able to read them. #he most clear e*ample of this is the "O<N# function.

eing able to obtain the total number of records in a table and the count for subsets of it allow us to determine all +inds of percentages that can describe the entries in our database.. /etHs say that we want to calculate (&F . so a simple count instruction will not do$ there will be repeats that are counted. "O<N# returns the number of rows in a table. if the 69S#9N"# 0ualifier is included. they will be counted anyway. you can get updated results with a simple double clic+ of a mouse. 8e can imagine that two or more family members that live together share at least the home number. once you have it all in place. #8O. 9f we wanted the contrary. we can filter this number to obtain a count of subsets.F7O! N)8 9) #O A6:O"A#) 9N A ON). For e*ample.e+"13Male3% 2ou can also change the header row for a more descriptive name of your result with an alias. 8e will come bac+ to this. 8e can use the 69S#9N"# 0ualifier to eliminate repeats from a 0uery. Of course.e+"13Male3% /etHs say that you need to +now the number of uni'ue phone numbers in the . that is. 2ou can do this calculation by hand or have ase produce it for you. ELECT COUNT(D$ A "Numbe+ of Male Patient2" &ROM "Patient2" </ERE ")en.hone Number table. we can use the 0ualifier A//. For e*ample.. in case that you want to do some +ind of arithmetic operations with it or wish to use this result with a drop-down list. 2ou should +now that the data type of "O<N# is 9nteger. li+e this$ ELECT DI TINCT COUNT("Numbe+"$ &ROM "Phone Numbe+"% 9n short. Also note that "O<N# will include rows even if they have null values. only one instance of several e0uivalent values is used in the aggregate function. #-7))! /etHs chec+ them out$ ` As sated. #he truth is that getting such a number re0uires some wor+ but. if you re0uest the 0uery$ ELECT COUNT(" u+name"$ &ROM "Patient"% even if you have some records that do not yet have a surname. to ma+e sure that we include all instances in our 0uery. say that you need to +now the number of male patients in the patient table. 9 am sure that you can already anticipate the needed code$ ELECT COUNT(D$ &ROM "Patient2" </ERE ")en.

at the ase interface in the . for which we include a 8-)7) clause to match the condition. #he complete procedure is as follows$ 2ou create the first 0uery for the total number of patients with code li+e$ ELECT COUNT (D$ A "Total Patient2" &ROM "Patient2"% #hen save the 0uery with a name li+e >0ry#otal . and then multiply this number by one hundred to get the percentage.atients?. you =ust call for the third 0uery and you will have an updated percentage of patients diagnosed with . because the tables will be updated reflecting any relevant changes to the (&C .#S6 patients by the total number of patients. -ow do we solve thisG 8ell. with code li+e$ ELECT COUNT (D$ A "Total PT D Patient2" &ROM "Patient2" </ERE "Dia. the subset always goes in the numerator Iabove the division line5 and the total always goes in the denominator Ibelow the division line5.#S6 for short5. &'ll =ust calculate the two 2O3(T9 and then divide their results with my calculator. Ne*t we need to calculate the number of patients that have been assigned a diagnosis of .#S6. we first want to calculate the total number of patients in the database. 9f you remember.atients P  n ptsd  * ('' ntotal Notice that in calculating a percentage. one with a 8-)7) clause and one without it. From a conceptual point of view. after the database has seen new additions. patients with . :irtual. we right clic+ on these 0ueries and select >"reate as view?. we produce two 0ueries for each S)/)"# and then we produce a third 0uery that combines the results of the previous 0ueries.AS) #<#O79A/ the percentage of patients in the database that have been diagnosed with post traumatic stress disorder I. which gives us a decimal number between . One difficulty of this procedure is that we need two S)/)"# clauses to produce this result. ut with the three 0ueries in place. in the future. 8e canHt have both S)/)"# instructions in the same 0uery.#S6?.ueries view. something li+e this$ \ . Fair enough. -ere is when you could say$ (ah! leave it. this will create virtual tables with the result of the 0ueries.no2i2"13PT D3% and save it with a name li+e$ >0ry#otal .#S6.#S6. 8e can use a simple S)/)"# "O<N# clause for this. Ne*t you create the 0uery for the subset.ero and one. Now we divide the number of . Now.#S6 .

#hese functions are$ CA T (te+m A t-pe$ converts term to type data type converts term to type data type CON6ERT (te+m! t-pe$ (( 2ou could multiply by ten thousand to +eep two decimal numbers. A "Pe+"enta. For the names of the views.$O"Total Patient2"#"Total Patient2" From a mathematical point of view both formulas are e0uivalent and from a practical point of view we avoid being completely rounded down to . 8hat can we doG One very clever solution is to change the formula.ero. #his is completely valid code and.. leave the same name but delete the H0ryH component of the name./ code not only selects the columns that we want but also includes arithmetic operations Ithe H3H sign for division.F7O! N)8 9) #O A6:O"A#) 9N A ON)./ documentation that we have cited you will discover two functions that allow us to change the data type of our result.ero and one Ibecause the subset is a fraction of the total5 but. in fact. most database engines li+e -S. the "O<N# function produces an 9nteger data type.ero... 9f you chec+ the -S. multiplying by one hundred before ma+ing the division. the parentheses and the >]? sign for multiplication5. ut alas. Mero by one hundred is . ut this solution is not entirely satisfactory because we still lose all decimal numbers. but because we do not have a decimal separator Icomma or period5 this solution ma+es reading the result ambiguous. #he problem is the 9nteger data type of the "O<N# result. #8O. 2ou find these views in the #ables section of the ase interface. #-7))! records in the database every time they are called. For the third 0uery we will call the results from the two previous 0ueries with our dot synta* using first the name of the view and then the name of the column as established by the HASH clause. if you recall.. something li+e this$ ###("Total PT D"#"Total PT D Patient2"D:.e of PT D Patient2" &ROM "Total PT D"! "Total Patient2"% Notice that this S./ allow S)/)"# to modify the output with mathematical operations li+e these.ero! 8hat happenedG! 8ell. we +now that the division produces a number between . (&@ . with code li+e the following$ ELECT ("Total PT D"#"Total PT D Patient2"O"Total Patient2"#"Total Patient2"$D:. which can add to produce important error in our calculations((. #he functions will save us again.ero. which means that the result is always rounded down -in this case to . if we run this 0uery we get a result of .

9 will =ust use the "AS# function to achieve my goal. for e*ample.$ A "Pe+"enta. S<! applies to numeric data types. "or the fun of it. two and one year ago with the patients active today./ will assign a variable type to this result in a way to ensure loss-less results. 8e will only +now this by trying them in different situations and comparing them. of your set.A? wi$$ e4"$ude nu$$ va$ues !rom the "a$"u$ation# (&A . ` S<! will do e*actly that$ it will return the sum of all the values in the specified column. 8e can describe S<! mathematically. li+e in the e*ample above.I& and . these functions apply to numeric data types only. create a 'uery that compares the percentages of T9) patients that were active three. with a level of precision commensurate to the result of the sum. 8here$ "olumn ( P "Total PT D"#"Total PT D Patient2" and "olumn & P "Total Patient2"#"Total Patient2" so the total code of our last 0uery would loo+ li+e this$ ELECT( CA T ("Total PT D"#"Total PT D Patient2" A REAL $ O CA T ( "Total Patient2"#"Total Patient2" A REAL $D :. /etHs assume that you have n records Iof numerical data5 in a column. Again..e of PT D Patient2" &ROM "Total PT D"! "Total Patient2"% #his way we will get enough decimal numbers and the proper format in the calculation of the percentages. li+e this$ CA T ("Column :" A REAL$ O CA T ("Column 7" A REAL$ D :. and will assign my results a 7eal data type. #his comes in very handy. ` !9N and !AV will browse the specified column and will identify the smallest and the biggest number. when we need to +now the total of sales. respectively. 7emember that we can change the data types in the last 0uery. that is. but could also change them in the 0ueries that produce the partial results that we need. earnings or losses that we have tabulated.> .. then the S<! of that column returns$ S<! IV5 P ∑ * i i =( n &ote that SU. For now. Obviously. !aybe this is not complete and there are differences in the way they behave. -S.AS) #<#O79A/ #heir descriptions in the documentation suggest that they are e0uivalent in their result and only change in the synta* they use. #he resulting number will be of the same data type as the column over which the function operated.

which mathematical science has shown to be e0uivalent to the previous one but does not re0uire the computation of the average$ P  ∑* & & ∑ *  − n n #he average is of the same data type as the column from which itHs calculated. #8O./ using the following formula. !eanwhile. 9n this case. #o be precise.O. S#66):R. it is more li+ely that the standard deviation is calculated by -S. A smaller number means that the individual measurements are close to the average. A:E calculates the average of the numbers in the specified column by calculating the sum of all the records and then dividing that by the total number of records.O... For e*ample. this function performs the following calculation$ A:E P F P ( ∑F n i=( i n #he average is a tool of statistics that allows us to describe a collection of 0uantitative measurements. (&D .F7O! N)8 9) #O A6:O"A#) 9N A ON). S#66):RSA!. S#66):R. we will also want to +now how close of far apart each particular measurement is from that average. we say that the measurements belong to a sample Ia subset5 from the population. represents the following formula$ S#66):R. S#66):R.. and :A7RSA!.O. :A7R.O. P P  ∑  F i − F & n -owever.. the standard deviation is always assigned a 6ouble data type. statistical theory re0uires that we ad=ust the formula to account for this$ (& "omputed using the sum of s0uares of the distance between each measurement and the setHs average. to ensure its precision.O. assumes that the values in the column belong to all the members of the population that we are trying to describe.. S#66):R. a bigger number means the opposite. 9f this is not the case. #he standard deviation is an average of the deviation of all the particular measurements from the setHs average(&. calculates the standard deviation of the numbers in the specified column. #o fully appreciate how representative that average is of the set it describes. Not surprisingly. #-7))! ` Statistical functions include$ A:E. we cite the average income of the people living in one neighborhood or the average time of reaction to a specific environmental signal.O. "onceptually.

:A7R. P 9 . to ma+e sense of this number5 of all women with a diagnosis of depression in our database./. assumes that it describes the entire population. P 9P  ∑  F i − F &  n −(  "onceptually. and S#66):RSA!. P & while :A7RSA!. but without e*tracting the s0uare root. it is more li+ely that these values are calculated by formulas li+e the ones used by S#66):R. "an you imagine the e*citement of a researcher that is hinted on the idea that most women attending for depression significantly belong to the same age3phase in lifeG 9 am sure that you have spotted the need to use the 8-)7) clause to e*tract the group we are interested in$ 8omen with a diagnosis of depression..O. conse0uently. -owever. will produce. correspondingly. and is defined by$ :A7R. &ote that none o! these statisti"a$ !un"tions a$$ow !or ALL or 'ISTI&CT /ua$i!iers and that they wi$$ e4"$ude nu$$ va$ues in their "a$"u$ations# /etHs now tac+le a problem that uses statistical functions$ letHs produce a report that calculates the average age Iand the standard deviation. 8hat do we do nowG (4' .AS) #<#O79A/ S#66):RSA!. !ore subtle is the fact that we have not recorded the age of any woman but instead we have their dates of birth. From a mathematical point of view it corresponds to the s0uare of the standard deviation. :ariance is also assigned a 6ouble data type by -S. that is the value that S#66):RSA!.O./ will compute it using the e0uivalent formula$ 9 P  ∑ * − ∑n*   n−(  & & #he :ariance is another measure of variability used in statistics. although it is more li+ely that -S. corresponds to$ :A7RSA!. assumes that it is describing a sample from it and.O.

#o filter this we should include a 8-)7) clause that selects only those patients (4( . which fetches todayHs date. analysis of last 0uarter../ that we have cited before. second and year to month which provides the result in years and months. 2ou really need to chec+ this out in the website for -S./ website at http$33hs0ldb.W#ime unitX options include$ year.org3doc3&. can be constants Ia particular date or time value5. 9n fact. minutes and seconds5 with a date value Ithat provides year. #-7))! . month and day5. and subtracts from it the date of birth of the patient. this grammar is correct according to the cited documentation. li+e CURRENT(DATE($ and can even be another time interval# #he only condition is that both values are of a comparable nature$ you could not compare a time value Ithat gives hours. day. when to collect. #8O. the calculation of compound interest rates. pro=ections for ne*t year./ code comes with very mature tools to handle time calculations.ome time functions: 9f you are thin+ing that maybe there is a function for this. 9t essentially wor+s with the same logic but you write it differently. 9n order to get our age data. months seems precise enough. For our needs.. we try the following snippet of code$ (CURRENT(DATE R "Date of Bi+th"$ MONT/ #his code calls for the "<77)N#R6A#) function. can be the result of a function that provides datetime data. #here is also a 6A#)69FFI5 function.'3guide3s0lgeneral-chapt. but we can also specify the time unit that better suits our needs$ do you want the result in yearsG 9n monthsG 9n years and monthsG 9n daysG 9n secondsG I2eah. etc.. Now. the code we need would loo+ li+e this$ DATEDI&& (MONT/! "Date of Bi+th"! CURRENT(DATE$ Now. li+e this$ DATEDI&& (=time unit0! Qalue:! Qalue7$ where value( is the starting date of the interval and value& is the ending date Imost current date5 of the interval. 9n order to obtain the ages of our sample we will need to calculate the difference between their birthdays and todayHs date. hour. providing the difference in months.5 so it is not strange that S. seconds5. month. "onse0uently. 9f you review the -S. comparing the date of birth with todayHs date ma+es sense only for cases currently active.. time calculations seem to be very important in our society Idetermining when to pay dues. you are absolutely right. "an we do thisG Not only we can.htmlOs0lgeneralRtypesRops-sect you will see that the code re0uired for this loo+s li+e$ (Qalue: R Qalue7$ =time unit0 8here value( and value& can be columns that hold datetime data.F7O! N)8 9) #O A6:O"A#) 9N A ON).

if 9 want to calculate the age Iin years and months5 that all patients had in. which will provide the age in years with a decimal e*tension for the months Iso &@ years and si* months of age will appear as &@. (4& . defining them li+e this$ TIME 3hh:mm:223 TIME TAMP 3----SmmS.ne.nment"! "Patient" </ERE "Patient"#")en. we would want to get the age in relation to the >6ate assigned? that we stored in that same table.ne.AS) #<#O79A/ that are female.ne. &''@ then the code would loo+ li+e this$ ELECT ("Date of bi+th" S DATE 37. hh:mm:223 As an e*ercise. #he final code could loo+ something li+e this$ ELECT A6)((("A22i." S "Patient"#"Date of bi+th"$ MONT/$O:7$ &ROM "A22i."$ Now 9 am going to divide this result by (&. you can specify the constantHs format and then provide the data. #hen." S "Patient"#"Date of bi+th"$ MONT/$O:7$! TDDE6(POP((("A22i.nment"#"Date a22i. H years ago. I years ago and that are active today.no2i2" 1 3Dep+e22ion3 AND "Patient"#"ID Numbe+" 1 "A22i.NS:7S:93$ *EAR TO MONT/ &ROM "Patient"% 2ou can also wor+ with time and timestamp data types. that have a diagnosis of depression AN6 have an empty >6ate "ase "losed? cell in the Assignment table." R "Date of bi+th"$ MONT/ Or. a constant-..nment"#"Date a22i.nment"#"Patient ID"% For completeness. if you want to +now the interval of time between dates in a column and a specific day -that is. depending on your version$ DATEDI&& (MONT/! "Date of bi+th"! "Date a22i.7. For a more general evaluation.2T code that compares the average age $and standard deviation% of men with T9) that were receiv# ing therapy -G years ago. For e*ample.e+" 1 3&emale3 AND "Patient"#"Dia. say 6ecember (Cth.ne.F5 and then 9 will re0uest the calculation of the average and the standard deviation.. the snippet of code could loo+ li+e this$ ("Date a22i. write the 9.

uic+starter before you open it. clic+ on this option to see what we get. So go ahead and install it now. For most things. 9Hve had less trouble if 9 simply restart the computer after download. will ma+e it easier to read and will also ma+e it loo+ 0uite professional. the wi. Kust to get ac0uainted. 9f you now clic+ on >7eport? in the left column of the ase interface. 1' 9f you notice.ard to "reate 7eport?.ueries? view. #his option is 0uite straightforward$ #he wi. #his is the report where we provide contact and clinical information about a particular patient. there will be no other rows to fill the page. ecause we are only interested in one particular patient.Chapter Creating reports with 0ase. medication and other data. his3her medical doctor. 2ou will end with one I0uite long5 row. but leaving most of the printed page empty. Sun !icrosystems has made available a >7eport uilder? that allows you the fle*ibility of design view in re-organi. #here is no reason why you should not download it.org so that you can use them straight out of download without having to restart. by now you should be able to understand most of the options offered and 9 recommend that you play with the wi. Actually. reorgani.org and the . #he report will provide the same information found in the table created by your 0uery. spanning several pages.ard will be =ust the right tool.e or summari.ard will ma+e a series of 0uestions about what table or 0uery you want to use.ard will always display the result of your 0uery as a table. (4 Actually. add info about the date or the person who created the 0uery and things li+e that so that when you print it.e its layout. 9 found that it is better if you 0uit OpenOffice. (B Although one of the beauties of the e*tensions is the way they integrate with OpenOffice. there is currently no way to print on paper the tables you have created in the >. #his is not a satisfactory solution and departs greatly from the layout we did in . the tas+ bar will offer you the option ><se 8i.(B After you download and install the e*tension you will find that the #as+s menu in the 7eport section offers you a second option$ >"reate 7eport in 6esign :iew?.ing the layout of your reports. what fields you want to write. 6onHt despair. how do you want to group them and what template for layout you want to use. 9n the case of 8indows V. add a company logo. psychiatrist if there is one. . (4 #he nice thing about a report is that you can customi. these elements will frame the validity of the information provided in your report. For this to happen you need to create a report. the result of the 0uery for the "linical Summary will be displayed as one long row. the integration with the S7 is not so seamless. #he only thing is that the 7eport 8i.e certain items in your 0uery before printing them.ard and become familiar with the way it wor+s. you can even chose to omit. For our master e*ercise 9 want to create the "linical Summary 7eport.art 99. #his way.

9f you donHt see a tab to the right.roperties 6ialog o* and the corresponding tabs change to reflect the properties of that particular ob=ect. #he header section will receive data that you want displayed on the top of every page in the report Igood for titles. dates. #he tab to the right shows options to customi. /etHs now place a #e*t o* ne*t to our label. #his is where the connection to a particular field in our table is defined and can be set automatically by the report builder or by you.roperties 6ialog o* that appears while wor+ing with the Forms in 6esign :iew. 2ou will notice the property$ >-eight? followed by some unit in the properties panel. 9 bet that this was more than what you bargained for! 6onHt worry. 2ou can change the height of any section by either changing the value here or by dragging the hori. #o the right we have a column with two tabs$ :eneral and )ata.roperties. 9f you select any section of the report. on the gray area below the report layout. as we will see later. Now you can clic+ and drag the label bo* anywhere in your form. typically. place and drag. the middle section is the body of the report. or clic+ on the roperties bo* button Iusually second from the left in the lower row of the toolbars5. 9f you e*amine the "ield property in the )ata tab you will see that it is empty.AS) #<#O79A/ 8ow. /etHs assume that you want to insert a label. #he central part of the page. "lic+. 2ou will find the #e*t o* button ne*t to the /abel button.ontal line that separates the two sections. go to :iewX. company logos and things li+e that5. #he footer is similar. called >6etail? and to the bottom we have the footer. 2ou should read them now to become familiar with them. 9mmediately after. #hey wor+ =ust li+e the . (4B . #his info will appear in #e*t o*es. #o the left you can see that the top section is the -eader. Study them. or a particular label or te*t bo*. which we will tag. -ere is an important tric+$ in the )ata tab of the reportHs properties you find the bo* that allows you to connect the report you are editing with one particular table or 0uery. 2ou will see that in the column to the right there are two tabs this time$ :eneral and )ata. 9f you need to go bac+ to the properties that belong to the report then you must clic+ outside of the report. 2ou can clic+ on any to activate it. elow all the menus and toolbars there is a page divided in three. the . First you select the /abel button I=ust to the right of the . if needed. Find the >/abel? option and write there >Name$? to see the te*t in the label change in your form. with /abels. /etHs focus on the three sections in the page.roperties button5. contact info and the li+e5. displaying the info at the bottom of every page Igood for page numbers. providing the characteristics of any ob=ects we select and allowing us to customi. labeled >6etail? will receive the information from the tables and will repeat itself for every record collected by the 0uery. you will see this ob=ectHs properties appear in the column to the right. all these options are here to help us.e each section.e them.

atient #able and that you give them differing amounts of phone numbers. #his e*ercise should be interesting for a number of reasons$ First. letHs do something simpler. =ust to get the hang of it. #-7))! 9t goes without saying that you should also read a very good reference found here$ http$33wi+i. that would help me separate each record. efore advancing further. 8e should start by coming up with a desirable layout for the report. ut the names are not located here. 9 would li+e it to have a heading that identifies the report clearly. li+e an hori.. Now that 9 am scribbling the layout of this report on a nap+in. etc. 8e should also include the date in which we generated the report so that we +now up to what moment in time this report is valid. For this e*ercise we are going to use both. we will only use the Sun 7eport uilder from beginning to end. /astly. 9 also want to number the pages so that 9 +now if one has gone missing. we are going to use the "ON"A# function to create a column that we will name with an alias and then we are going to reference that column with the alias in another part of the S.ard and the report builder respond under these circumstances. 8e are going to need other columns so that we can properly =oin these two tables -mainly primary and foreign +eys.atientHs .services. office or mobile phone. -owever. which holds the number and descriptor.hone Numbers?.F7O! N)8 9) #O A6:O"A#) 9N A ON). 9 want to have the phone numbers underneath the names and in line with a reference to which number this is$ home. there is nothing wrong with using this dual approach$ the report wi. #hen we should have the name of the patients. the 8i. surname first and separated from the first name by a comma and a space.openoffice.atient? table.e that 9 would also want to include some +ind of graphic. when we tac+le the clinical summary. and ordered alphabetically.hone Number? table. /ater on. it uses data from two different tables that need to be properly lin+edJ second. #his gives our report a degree of unpredictability.ard 7eport and the Sun 7eport uilder. although those columns will not be part of the output./ for our 0uery. ecause we are =oining two tables we +now that we need only one =oin.. For this 9 need the >. we have an un+nown number of phone numbers for each patient$ some patients will have one but others can have two. (4F . #8O.ontal line.ard will have us up and running 0uite 0uic+ly and then we can use the 7eport uilder to fine tune our wor+. 9t is going to be very interesting and informative to see how do the report wi.. ma+e sure that you have some entries in the . ma+ing it easier to scan. 9 reali. something li+e >.org3wi+i3S<NR7eportR uilder36ocumentation 'ur first &eport with 0ase: efore attempting our more ambitious pro=ect of developing a "linical Summary report. 8e will need to use two "ON"A# functions to produce the output for the name that we re0uested in the previous paragraph and we will have to name this new column with an alias so we can reference it in our O76)7 2 instruction. Our report should produce a list of all patients in our database with their corresponding phone numbers. three or more phone numbers. 8e will obviously need the >.

9 used the name 'ry atient hone(umber but hey. the 7eport 8i./ code and. #hey were used by the 8-)7) clause to match the info on the tables but were not called by the S)/)"# command5. one with the header >. Find the 0uery we =ust built Ithat 9 named 'ry atient hone(umber% and select it. #he drop-down list under >#ables or . 8e want them all so clic+ on the >XX? button. 9f every thing goes fine. 2ou will see that all our selections -while using the wi. #his is fine. that is =ust me and you can use any name you feel comfortable with. #he column to the right is wider and holds the options and stores our selections that correspond to each step. Now type the S.will be placed. 8e are ready to build the report now. 2ou can select now which columns from this table you want in your report. ase interface At this moment you will see the 7eport uilder pop up and.ard. #his is because they were not really selected.AS) #<#O79A/ All right then. #he one to the left names si* steps that the wi. At this moment we need to save the 0uery. First Name? format and ordered alphabetically. INotice that the other columns part of the 0uery do not appear as options here. =ust to ma+e sure it wor+s. over it. has been automatically populated with the selections we have made so farG Nice! (4C .ard. "lic+ on the 7eport button on the and then select 3se 5i4ard to 2reate <eport... . can you produce the S.. the page on the report builder. 2ou do this by clic+ing on FileXSave or by clic+ing on the dis+ette symbol.atient Name? and the other with the names$ >Number? and >6escription?. in the bac+ground behind the 8i. #he names should be repeated for every different phone number the patient has.ard wants to +now is which table will provide the information and which columns will constitute our report. 6id you notice how the 7eport uilder. "lic+ on >Ne*t?.ard is composed of two columns. #he 7eport uilder provides the ground for our wor+. "lic+ on the 6ueries button in the ase interface and then clic+ on 2reate 6uery in 967 view. #he first thing the wi.ueries? displays all the available tables and 0ueries in this database.uite immediately you will see that the bo*es below are populated with the columns that belong to this table./ code for the 0uery that we need before reading furtherG 2ou should! ELECT CONCAT( CONCAT( "Patient"#" u+name"! 3! 3 $! "Patient"#"&i+2t Name" $ A "Patient Name"! "Phone Numbe+"#"Numbe+"! "Phone Numbe+"#"De2"+iption" &ROM "Patient"! "Phone Numbe+" </ERE "Patient"#"ID Numbe+" 1 "Phone Numbe+"#"Patient ID" ORDER B* "Patient Name" A C% /etHs produce our 0uery now. you should see three columns..ard. #he names should be in the >Surname..ard will wal+ us through and highlights the current step. #he wi. run it Iby clic+ing on the bo* with the green tic+ on top of the two overlapping papers5. or otherwise affect.

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9n the second level, the 8i;ard wants to +now what labels to use to name each field. #he wi;ard uses the names of columns provided by the S./ code that either created the tables used or are defined in the code of our 0uery. ecause we too+ the time to enter informative names that use caps and spaces Iand the double 0uotes they need5, the names are actually 0uite appropriate. -owever, and =ust to get a feeling of how this wor+s, change the >6escription? label to >,hone type?. #hen clic+ on >Ne*t?. Again, the 7eport uilder is updated by the 8i;ard. 9n the third step, the 8i;ard needs to +now if we want to use any grouping levels and offers us the names of the columns in our 0uery. /etHs e*plain what this means. 9magine that you have a patient, Stan Smith, that has a home phone number and an office number and a mobile phone and even a pager. 8hen we display this information, we get something li+e this$
*atient ame *mith, *tan *mith, *tan *mith, *tan *mith, *tan Htc. ... umber %&3A:?@=97 A:?@=7%&39 =:&9?37%A@ =9A:?%&37@ ... *hone t$pe .ome Cffice 'obile "ager ...

...repeating the name of the patient for each phone number she3he has. #his is not very satisfactory. 9nstead we would li+e to group this information by name. #his means that the name is displayed only once, followed by all the phone numbers that belong to him. #hat is what this step is offering us. #o re0uest for this we should select atient (ame from the bo* to the left and transfer it to the bo* to the right by clic+ing on the >X? button. 2ou can see that the wi;ard offers us to transfer more columns if we wanted. 9magine that you have a database of movie and video producers from all over the world. 9f you were ma+ing a report of them you could group them by country, for e*ample, and then add a second layer grouping them by specialty. 2ou can notice some buttons to the right of the right bo* that display >@? and >v?. #hese allow you to change the order of precedence. 9f you place the specialty on top of the country then the report would organi;e your producers first by specialty and then by country, and this is not a minor difference! -owever, for our e*ample it is enough that we group our results by patient name only. Select this and clic+ on >Ne*t?. 9f you can pee+ at the 7eport uilder in the bac+ground you will see that, automatically and following our instructions, it placed the patient name on top of the other two fields. 9t also created a new section on the structure of the page, indicated by a blue shade at the left margin called >,atient Name -eader?. #his is a header because it will head a section of multiple results. #his structure is repeated for every record in the patient table. /ater, when we want to create groupings without the help of the wi;ard, we will be loo+ing to place headers li+e this. ecause now we +now what they mean, it will be as simple and more fle*ible.

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Now the 8i;ard wants to +now if we want to give any particular order to the display of our data. "onsistent with the S./ code in the 0uery, the >,atient Name? column appears selected in ascending order, that is, alphabetically. #his is enough to conform the re0uirements of the specification we did earlier. ut now that we are here we can have a little fun and re0uest that the >6escription? field be also ordered. Eo to the drop-down bo* under the >#hen by? label and select >6escription?. Now clic+ on )escending order. #his means that Stan SmithHs number would appear in the order$ ,ager, Office, !obile and -ome. Notice that the 8i;ard gives us up to B levels of sorting. #he levels also denote a hierarchy. 9n our e*ample, the data will be ordered by name first and then by description Iphone type5. 9n the fifth step the wi;ard gives us some options to organi;e the layout of the information in our report. Of course, the options are not many and in this tas+ the 7eport uilder will e*cel, giving us enormous fle*ibility. At this moment 9 will select the >9n bloc+s, levels above? option. Notice that the wi;ard has no options for the footers and headers. #hat is fine$ the 7eport uilder will help us with this. elow, the wi;ard as+s us what orientation we want to give to the page. ecause most of the time the information appears as tables with long rows the default option is >/andscape?, which ma+es plenty of sense. ut in this case we only have three columns and one of them is being used as a header, so the >,ortrait? orientation results in a better use of our paper. Select this option. #he report builder ad=usts immediately and changes the layout of the graphic interface. 6onHt get startled by this. Now clic+ on >Ne*t?. 9n the last step the wi;ard needs to +now three things$ i5 the name we want to give to this report, ii5 whether we want to create a dynamic or a static report and iii5 whether we want to +eep on wor+ing on the layout of the report or if we want to produce it now. For the name of the report, the 8i;ard will offer us the name of the 0uery used to build it. 8e could change it to something li+e$ ,atient ,hone /ist or whatever you find informative. 9n any event, if you used my suggestion for the name of the 0uery, erase the >0ry? prefi* so you donHt get confused. A 9tatic <eport is built with the data in the database at the time the report is created and is not updated when the data is edited. #his could be necessary for information that is time sensitive and that you are interested in trac+ing, allowing you something li+e ta+ing a photo of the data at a moment in time. 9n contrast, a )ynamic <e# port acts as a template of a report, rebuilding itself every time itHs called and reflecting any editions to the database. #his is necessary when you need the reports to always be up to date. At this time select )ynamic <eport. 8e could go to fine tune the report and select the >!odify report layout? option but instead 9 am curious about the result so far so 9 am going to as+ for the 8i;ard to create the report now. 6o the same. #A6AAA-! -ere we are$ Our first report! #his appears in a viewer as a .rpt document which is 7ead-Only. Now we have icons that allow us to print it directly or e*port it as a ,6F document. #his is very cool!

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#he information is 0uite clear. 9 see that the wi;ard included a hori;ontal line to separate the patient name header from the numbers and this helps to ma+e the report easier to browse. 9 li+e this. #he font chosen is a Sans Serif, which loo+s modern and is easy to read in a tabular conte*t. Fine too. After initial happiness, however, 9 begin to notice several things 9 would li+e to change. First, we need a header with urgency. Only because 9 =ust created this piece of paper 9 understand what it is but give me a couple of wee+s and 9 will have to scan it for several seconds before 9 remember what is this report about. #hen, 9 see than the label >,atient Name? is completely redundant. Actually, all labels are redundant in this report. #his is because we donHt have many categories and the information is 0uite self e*planatory. Also the boldness of the labels attracts a lot of attention. 9n reality 9 would li+e the patient names to be in bold, so it can help me structure the layout of the page. Finally, 9 would also li+e the distance between phone numbers to be less, as 9 feel that it ma+es it more difficult to perceive the structure of the page and also ma+es me feel that we are wasting too much paper. #he font si;e could also be smaller, allowing more records per page and ma+ing the page easier to read. -owever, 9 do admit that the actual font si;e also fills the page 0uite nicely, providing with an harmonious balance of in+ and white. Of course, this fine-tuning is done with the 7eport uilder. /etHs go. Start by closing the viewer and then go to the 7eport section of the ase interface. Find your report and right clic+ on it. #hen select the option >)dit?. #he 7eport builder opens. First of all, ma+e sure that you have the ,roperties panel on Iusually found to the right of the screen5. !ost of the times it appears automatically. 9f not, you can clic+ on :iewX,roperties or you can clic+ on the second button at the lower level of the toolbar and to the leftJ the one whose tooltip indicates as >,roperties? and that displays several form controls. /etHs start by providing a title to the report. First select the page header and then clic+ on >/abel Field? Ithe button to the right of the ,roperties button5. 8hile on the header, your cursor changes to the shape of a cross and a small bo* to the right. <se this to clic+ and drag a rectangle. 9mmediately, the ,roperties panel displays its properties. #his label ob=ect only has a :eneral tab, but here we find all we need. First, enter into the 7abel attribute the te*t that you want. 9 used >,atient ,hone "ontact 9nformation?. #he default font si;e is not very impressive for a title. "lic+ on the >...? button ne*t to >Font?J this calls the Font dialog bo*. /eave the defaults but change the si;e to &&. 2ou will notice that the te*t is now bigger than the boundaries of the bo* that holds the te*t. /eft-clic+ on it to reveal the green bo*es delimiting the boundaries of the te*t bo* and drag them until the entire caption can be read. Actually, drag the left boundary of the bo* all the way to the left margin of the page and drag the right boundary to the right margin of the page. Now loo+ in the ,roperties panel for the >Alignment? attribute and select >"enter?. #his ensures that the title will be centered. Now, =ust to show you the possibilities, call again for the

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the 7eport uilder offers us an automatic option$ For this.atient Name? label and delete it. change any attributes permitted by the . Now select the >. or you can drag the gray line that separates the detail from the page footer. clic+ on the >Font? tab and select > old? under typeface.AS) #<#O79A/ >Font? dialog bo* and select the >Font )ffects? tab. #ry this now and see how the height data in the .. #hen select on &nsert in the !enu bar and clic+ on )ate and Time. moving them closer to the header I9 also gave them some indentation by moving them to the right5 and finally left the detail with a height of '. #his way 9 ma+e obvious the (B' . which is not helpful. "lic+ on the ><nderlining? dropdown bo* and clic+ on >6ouble?.e it and.. even color the field. 9f we used a label to write down the date. 2ou can change the height here. only the date. 7emember that we made this a dynamic form. 6rop-down bo*es allow you to chose the format in which you want them displayed.5 #o ma+e the detail slimmer 9 found that 9 also needed to ad=ust the position of the bo*es for number and phone type. #hen 9 selected the format that 9 fancied best. so 9 unchec+ed the time bo*.roperties dialog bo*. 7eorgani. #he dialog bo* shows two chec+ bo*es so you can decide if you want to include the time. <se the guide lines that appear to align it with the bo* underneath it. 9 moved mine to the right and under the report title.roperties panel after ma+ing the selection you will see the -eight property. the date or both. For this e*ercise.B'?.roperties bo* is automatically updated. 6o the same. re-si. After clic+ing on >OL? a bo* appeared on the page header at the upper-left margin. /etHs ma+e sure that the patient name will be displayed in bold. 9 donHt want the time in the report. )*it by selecting >OL?. is set to '. your cursor changes to a white double-headed arrow with which you can change the si. activate the page header by clic+ing on it. 2ou can notice that the te*t bo* for the patient name field is somewhat to the right of the page. 2ou can ma+e them smaller by positioning the cursor on top of the green bo*es. #o arrange the distance between the phone numbers we need to select the )etail section under the . #he #e*t bo*es donHt really need to be so long. 9f you chec+ the Eeneral tab of the . in my computer. we would need to change it every time. #he rectangles that remain are #e*t o*es. 9 also added a label to the left of this bo* wit the caption$ >7eport created on$?.? button of the font properties. /etHs finish this by including the date the report is created and folios to number the page.atient Name heading. by changing the number in the bo*..e them to your own taste. Actually.F'?.. Select it by left-clic+ing on it and positioning your cursor over the bo*. At this moment the 6ate and #ime dialog bo* appears. 9n contrast. 2ou can see that you can add any effect that you could li+e. I!a+e sure that no other ob=ect is selected. delete all the labels. . 2ou can now drag the bo* to the left. so we need to update this data each time the report is called.e of the bo*es in any direction. Now you can drag it. which. At that moment. #he cursor will change to a blac+ cross with arrow heads. Select this te*t bo* and clic+ on the >. in general.

#his is the very best way to learn! Now that we have the basics. the first two steps can be carried away with paper and a pencil. select a format that you li+e I9 pic+ed n of m5. =ust in case we have a crash Iit could happen5 by clic+ing on the blue dis+ette or clic+ing on FileXSave. Finally.lay with them. letHs add folios to our page. #he first section displays information that we are mostly going to find in the . 8ith this..teps in designing a report: 9n general. 9n composing the 0uery you need to ma+e sure that you are using the S. select a left alignment and clic+ on >OL?. when you are producing a report. . Alternatively. /ets first save it. Select &nsert and then clic+ on age (umbers. you can find it under )ditX)*ecute 7eport or you can activate this function directly with "trlT). so selecting (B( . Eo ahead and do the same. Finally. Creating a report with &eport 0uilder Bthat is not in tabular formC.atientHs table.. you should follow more or less the following se0uence$ (. Now find a button in the first row of the toolbar with a page and a green arrow pointing to it from the left. "ompose 0uery Iinclude functions5. /etHs produce our "linic Summary report. First. Although not completely necessary.F7O! N)8 9) #O A6:O"A#) 9N A ON).roperties dialog panel for the different ob=ects. Analy. 9 believe that our wor+ matches the specifications we previously did for this report 0uite well! /etHs see our masterpiece in action. Note that this report is divided into two sections$ . it provides a good e*cuse to practice your new s+ills. e curious about the menus and the functions of the buttons. So you see$ plan before e*ecuting. #8O. &. #he first thing that we need for our "linical Summary is to design the layout for our report.e the attributes in the . For the position.atient 9nformation and "linical 9nformation. 4. 9f you notice. . this is e*actly the same procedure we did while developing our first e*ample. Only the fourth step is done sitting in front of the 7eport uilder. .e the reportHs re0uirements and decide on the overall layout. A bo* will appear on the footer. indicate that you want this on the footer.. 9 am going to base this report on the draft presented in part 99. 8hat do you thin+G Fell free to e*periment and analy. Select needed tables and columns. #his is the )*ecute 7eport button. for which the earlier part of this tutorial should come in handy.. Not surprisingly. B. uild the report. #he corresponding dialog bo* appears./ language properly. #-7))! meaning of the date.

to the selected patient. neither the wi. but this will render the production of this report less automatic. <ntil this changes our only solution is to produce two 0ueries that will be printed independently. this report will always be at least two pages Ione for each result set5 because each page will be a different report file.ard nor the report builder allow us to wor+ with more than one result set per report. No matter how 9 divide it. /etHs first focus on the challenges facing the S./ code5 will appear as a "artesian =oin with a number of rows e0ual to the number of phone numbers times the number of medications that the particular patient has. that is. 9n the future. this would mean losing some information. 9 can call each section a >logical page? even if in theory they could be longer than one physical page. -owever. Of course. 8e could use a /9L) operator in order to be as+ed for the number we +now beforehand the patient will have. we can thin+ that one beefy report.AS) #<#O79A/ this should be 0uite straightforward. As long as we are being creative. #his should be fun and we will tac+le it when we wor+ with the report builder later on. #he second section is a bit more tric+y as it combines information form several tables Iseven.atient 9nformation? and all the information in the >"linical 9nformation? up to the >medication history? be in one result set and have the >medication history? alone as the second result set. we can thin+ of other possible solutions. <nfortunately.ed in tabular form selected by our S. (B& .atient 9nformation? could be one result set and the >"linical 9nformation? could be the second one. be made up of several logical pages. the only condition is that they belong to the selected patient. As you can see. both of which can display un+nown and differing amounts of information. According to our draft. actually!5. oth the wi. Note that there are no conditions lin+ing them to each other.e comple* relationships of data could be composed of several 7eport type files. 9n any event. however. 9t could also result in empty records if the patient we want a report from does not have the phone number we have decided to include. this should not be difficult for us. /etHs focus on these for a moment. ecause of this independence we are going to find that our result set Ithe data organi. 9 can divide my desired report into two result sets in several ways. if you see yourself facing such a problem you might be considering options similar to those outlined here. with several parts that analy. Or 9 could ma+e all the information in the >. One could be to limit the number of phone numbers we display so that we donHt need to do a grouping around them and we reserve the grouping for the medication history. we want to display all available phone numbers and all corresponding medications. -owever. #his could be solved if we could compose two 0ueries that produce two result sets that we then display in the same page. if the case is still active then we will want to write >Open "ase? where the >6ate of #ermination? goes. For e*ample the >./ code for the 0uery$ Note that we have two distinct sections that would re0uire grouping$ the phone numbers and the medication. 8e could also thin+ about e*cluding the phone information from this report completely Iin the understanding that the medication history is essential in this report5. they both relate only -and independently. not being able to include two or more result sets in one report creates some limitations.ard and the report builder allow us to nest our groupings but what we really want is two separate and independent groups.

ersonal 9nformation and another one for the "linical 9nformation. the !6 #able. Overall.elect needed tables and columns.sychiatrist #able.atient #able. 2ou will notice that they are basically identical in form so 9 will guide you through the first report and you will do the ne*t one as homewor+. ecause we donHt want to re-write the code every time we need a particular report.F7O! N)8 9) #O A6:O"A#) 9N A ON). #-7))! 9n this e*ample 9 will do one S)/)"# for the .. 9f you analy. the date the report was created and maybe a disclaimer about confidentiality and contact data for the clinic. Compose ?uer$. #he footer could have the page number. Again.e"! "Phone Numbe+"#"Numbe+"! "Phone Numbe+"#"De2"+iption" &ROM "Patient"! "Phone Numbe+" </ERE "Patient"#"&i+2t Name" LI'E: PatientName AND "Patient"#" u+name" LI'E: Patient u+name AND "Patient"#"ID Numbe+" 1 "Phone Numbe+"#"Patient ID"% A (B4 . we will use the >/i+e? operator with the parameters First Name AN6 Surname. the Assignment #able. the . =ust in case the report re0uires more than one page. . #he result set for .atient 9nformation will basically include information stored in the .atient 9nformation$ ELECT CONCAT(CONCAT("Patient"#"&i+2t Name"! 3 3$! "Patient"#" u+name"$ "Patient Name"! "Patient"#"Date of Bi+th"! "Patient"#")en./ for .atient #able and the . numbe+"! "Patient"#"Cit-"! "Patient"#" tate"! "Patient"#"Po2tal "o. See if yours loo+ li+e my versions. the !edication #able and the .9 will prefer a portrait orientation for it. Anal$Ae the report)s re?uirements and decide on the overall la$out. the header of the report should include the name of the clinic and maybe a logo.hone Number table. because this report displays data for only one entry -as opposed to most reports that would display data for several records where a tabular format is better suited. ecause this header will appear for every page in the report and because this report displays data related to only one entry Ithe particular patient5 9 find that it ma+es sense that 9 also include the name of the patient in the header.. #8O.e the "linical Summary report drafted in part 99 you will see that the data re0uired by the "linical 9nformation is scattered among the .atient3!edication #able. /etHs get started. S. the #herapist #able.e+"! "Patient"#" t+eet an. 2ou should be able to produce the re0uired S./ code.

i"ation"#" ta+t .nment"#"Patient ID" AND "A22i. 8hen you run this 0uery.ate" &ROM "Patient"! "P2-"hiat+i2t"! "The+api2t"! "A22i.nment"#"Date "a2e "lo2e.i"ation"#"Me.nment"! "Me./ code of the previous e*ample because we are (BB . ./ code.i"al Do"to+ ID" 1 "Me.i"ation"#"En.i"ation"#"Name" A "Me. 8e now have the 0ueries for the patient information and the clinical information of our "linical Summary report.i2t+-" A "Date of a. 9s this what you had arrived toG -ere.i"ation"#"Me. . #his is not obvious in the S.i"al Do"to+"#"ID Numbe+" AND "Patient"#"ID Numbe+" 1 "A22i.AS) #<#O79A/ -ow was thatG Notice how 9 have changed the format in which 9 want the patientHs name because 9 want to conform as close as possible to the specification for this report.uite long S.i"ation ID"% 8ow! .ate"! "Patient Me.i"al Do"to+"#" u+name"$ A "/ea. en. Do"to+"! "Me. ase will first as+ you for the name and surname of the patient for which you want the "linical Summary and then will produce the report.e"! "Patient Me." A "Date of te+mination"! "Me. /etHs start selecting$ S. print the pages and staple them.no2i2"! CONCAT(CONCAT("P2-"hiat+i2t"#"&i+2t Name"! 3 3$! "P2-"hiat+i2t"#" u+name"$ A "P2-"hiat+i2t"! "P2-"hiat+i2t"#"Phone Numbe+" A "P2. even if their columns are not selected for display.i"ation"! "Patient Me./ 0uery or table5 each page will be its own report. Now letHs wor+ on the "linical 9nformation. ase will as+ you for the name and surname of the patient you want and then will display all the information that our report as+s for.mi22ion"! "Patient"#"Dia. 8e +now that we will need information from @ tables and therefore we will need C =oins. again. they are going to need to produce both reports Iproviding the same name and surname each time5. 8hen the time comes that the clinic needs a clinical summary on one of its patients.i"al Do"to+"#"&i+2t Name"! 3 3$! "Me.ate" A "Me.nment"#"The+api2t ID" 1 "The+api2t"#"ID Numbe+" AND "Patient"#"ID Numbe+" 1 "Patient Me.i"al Do"to+"#"Phone Numbe+" A "MD Phone"! CONCAT(CONCAT("The+api2t"#"&i+2t Name"! 3 3$! "The+api2t"#" u+name"$ A "The+api2t"! "A22i. 2ta+t . ecause reports can include the information from only one result set IS.i"ation"! "Patient Me./ for "linical 9nformation$ ELECT CONCAT( CONCAT( "Patient"#"&i+2t Name"! 3 3 $! "Patient"#" u+name" $ A "Patient Name"! "Patient"#"Time of +e.Phone"! CONCAT(CONCAT("Me.i"al Do"to+"! "Me.i"ation" </ERE "Patient"#"&i+2t Name" LI'E: PatientName AND "Patient"#" u+name" LI'E: Patient u+name AND "Patient"#"P2-"hiat+i2t ID" 1 "P2-"hiat+i2t"#"ID Numbe+" AND "Patient"#"Me.i"ation"#"Patient ID" AND "Patient Me.i"ation ID" 1 "Me.ate" A "Me.i"ation"#"Do2a. A note on SELECT /ueries that use intermediate ta $es: All intermediate tables must be included in the F7O! component of a 0uery. Not bad.

E &eport 0uilder overview.ed in sections. Esing the . the date in which it was produced and other data that frames the validity of the information presented and that you need repeated at the head of each page. The re)ort $ayout is organi<ed in se"tions. !ost of the buttons in the S7 interface are there to help you display. #he S7 wor+s with basically the following elements$ a5 #he report layout. <pon opening. li+e a disclaimer. the company that has produced it. position. process and display information from your result set Ithe table or 0uery you are basing your report on5 according to conditions decided by you and even organi. 2ou can ad=ust how much from your physical page will be ta+en by these sections by ad=usting their lengths. b5 /abels to print static te*t li+e titles or tags and c5 #e*t bo*es that will display the data produced by a 0uery or a table. #8O. 9n principle. -ere you might want to include information li+e the name of the report.age -eader holds information that will appear at the top of every page in your report.F7O! N)8 9) #O A6:O"A#) 9N A ON). 9 really hope that this will change in the future.atient !edication? table and therefore it could loo+ li+e we are including this table for that reason(F. Also. #he .age Footer is a section that appears at the bottom of every page where you can add more information about the report. <nfortunately. #he . a. #his should be step four of our little process of producing a report but because we will go into the S<N report uilder with some depth.. #he 6etail is the area where all the rows collected by your 0uery or that belong to the table used for the report will appear. Not only can you chose not to organi. a white frame appears indicating (F See the section >. there are bugs in the way the S7 and ase interact which means that things not always happen as planned. 2ou can see to the left of the ruler that there is a colored area that designates each section. 8hen you clic+ on one to wor+ with it. 6etail and . lets create our reports using the 7eport uilder.age -eader. organi.e these elements. (BF .. format or si. at the time of the writing of this tutorial the information on how to use the S7 is rather cryptic and sparse.e the te*t bo*es that represent column data and the labels that tag them. we will ma+e it a section of its own.age Footer. having and using the Sun 7eport uilder pays off every time in proportion to the e*tra effort it re0uests. .E &eport 0uilder. all this fle*ibility and power means that you need to apply more +nowledge. for e*ample. A ruler to the left is offered for measuring.e your data in charts of several +inds.e your information in tabular format Irows and columns5 and instead try other layouts but you can also display graphics. 6espite these caveats. collect. #-7))! selecting 6A#) information stored in the >. Now that we have our 0ueries ready. the S<N 7eport uilder IS7 for short5 is all about giving you ma*imum fle*ibility when it comes to present your data. Of course. the name of the author of the report or the page number.uerying more than one table at a time? and the note on intermediate tables in chapter D. -ere is where you organi. the layout offers three sections$ .

atient? so that the name of the patient appeared only once and. Should you not want to have a page header and footer you can go to )dit and clic+ on 6elete .roperties dialog bo* will appear.roperties dialog bo* changes to reflect the options available to the section selected. #o place a label you clic+ on the third icon that appears in the second toolbar row and that displays >A0C?.e on any section of your report. left floating or even be closed at your convenience. 8ith Font you can change si.e. ". 6o this now and study the properties offered. y the way. #ry this now. Any written tags that you might need are written with labels. 9n our first e*ample we grouped phone numbers around the >Name of . 2ou can see that labels only have a :eneral tab and that the properties are 0uite self e*planatory. 2ou can select them to change their properties Iincluding dimensions5 or relocate them. /i+ewise. particularly those based on the names of the attributes as they have been assigned by the S.TE5. (BC . the te*t bo*es will be created automatically by the S7 when you are inserting the fields your report will use.e the way these headers and footers appear by modifying the options that appear in the :eneral tab of the reportHs properties dialog bo*. 8e form groups when we as+ the report to associate a number of records to one attribute. At the same time the . The ne4t e$ement is the La e$ . . /ater on we will see how Eroup footers can become very useful. #hey represent where the data for the attribute they are connected to will appear. the 7eport Footer will display information at the very end of the report. %ina$$y we have the te4t o4es. All toolbars can be relocated. Now you can drag and drop a label of any si. label or te*t bo* was active at that moment. which offers the options to have the header or footer visible. #his header will display information that will only appear in the first page of the report and will not be repeated at the head of the following pages. although not necessarily after the page footer. the one that loo+s li+e a page with nested lists Iyou can also use the +ey command$ "trl.ard5. deselecting whatever section. #here are more sections available. #he Sorting and Erouping dialog bo* appears. 8e will do something similar in this e*ample Ibut without the aid of the report wi./ code. 9n order to call the reportHs properties dialog bo* you must clic+ on the gray area below the reportHs layout.AS) #<#O79A/ that the section is active. !ostly. 2our mouse cursor changes to reflect your selection. in the last page. #o display headers and footers for groups clic+ on :iewXSorting and Erouping or clic+ on the tenth icon from the left at the first toolbar row(C. Kust below this option in the )dit menu you can find the 9nsert 7eport -eader3 Footer. #he other way to introduce a (C According to the default configuration of the S7 interface. 2ou can further customi. Finally there are headers and footers available to Eroups. #he labelHs . #he tool-tip for this button reads$ >/abel Field?. #he S7 will create many labels for you automatically. we had all the phone numbers that belonged to the named person. how to sort the results and whether to force the elements together in the same page or display some in the ne*t page if there is overflow. below.age -ead3 Footer. color and other attributes by clic+ing on the button with the ellipsis Ithose three dots5.

age -eader section. the Add Field dialog bo* will display the name of all the attributes selected by our S. 0uilding a report with the .atient Name? in the Add Filed dialog bo* O7 clic+ =ust once and then clic+ on the >9nsert? button once it becomes highlighted. ellow it ma+e sure that the >"ontent? bo* has the name of the 0uery you gave to the "linical 9nformation. Now that we +now the basics of the S7 . 2ou can see that the S7 places a label and a te*t bo* in the upper margin of the (B@ . Now you can drag and drop the te*t bo* wherever you want it. Note that a label or te*t bo* too small could result in partial display of your information or even its complete omission from the final result. Start by right-clic+ing once on the gray area bellow the reportHs wor+ing area to ma+e sure you deselect any ob=ect and can access the reportHs properties dialog bo*. "reate a te*t bo* now so that you can study itHs properties dialog bo*. 9f you need to get them closer.roperties dialog bo* belongs to such ob=ect. you are going to have to reduce their dimensions. #his means that we are going to want the name of the patient to appear in the page header of this report. the one that shows the letters >A0C? enclosed by a bo* and whose tool-tip reads >#e*t o*?.F7O! N)8 9) #O A6:O"A#) 9N A ON).&0.lease note that the S7 will never allow you to overlap two ob=ects. For this e*ample we are going to produce the "linical 9nformation report. te*t bo*es have a )ata tab in addition to the :eneral tab. #8O. Eo to the )ata tab and ma+e sure that the >"ontent #ype? states >. #ypically. when you open the S7 a small bo* with names in it pops out. 9f you clic+ on the bo*. #e*t bo*es and labels have a rectangular limit surrounding them that becomes visible when you select them than+s to small green s0uares. 2ou can see that. After you hit )nter or ta+e focus out of this bo*. Now either right clic+ twice on >. that the current display of the . a drop down menu will offer you all the 0ueries you have composed for this database. unli+e labels.. #hrough the )ata tab you can associate the te*t bo* with a particular field. letHs build our report..uery?. 2ou will see that it becomes selected and the properties dialog bo* changes. Select the one we need. clic+ on the . #-7))! te*t bo* is by clic+ing the fourth icon at the second toolbar row. !a+e sure no other sections are present. that you can relocate it and that you can drag and modify the dimensions of the ob=ect./ code. . we want the name of the patient to be repeated in every page in the improbable but plausible case that a long history of medication use re0uires the printing of more than one page. After you clic+ on the icon the mouse cursor will change to reflect your selection. According to the design decisions we made earlier for this report. For this e*ercise we will only need the page header and footer and the detail area. #his is the Add Field dialog bo* and the names included belong to the attributes3columns of the selected 0uery or table. First. #heir presence indicates that the ob=ect has been selected.

Now that we are wor+ing on the header. psychiatrist (BA . 9n the dialog properties bo* you can change the content in the second row Iappropriately called >/abel?5 #he caption is 0uite informative but 9 want to add a colon. Notice hori. 9f you want to re-select them as a group. the one with a blue rectangle Iwith blue guide lines5 flan+ed by two opposing orange arrows whose tool-tip reads >"enter?. Further down the 6ata Field correctly connects this bo* to the atient (ame field. 9f necessary. Now you can access its properties and modify it to your hearts content. 8e are now going to place the remaining information. including diagnosis. 2ou have several options if you want to center this caption.AS) #<#O79A/ header section for the . Now clic+ on the te*t bo* for the patientHs name. Notice that this will appropriately center the surrounding bo* Inot necessarily the te*t5 so ma+e sure that there is no asymmetric space between the te*t and the margins of the bo*. Now you can clic+ and drag a new width for this label. Or you could =ust clic+ on the second button of the Align toolbar.osition your mouse cursor on top of the right green s0uare. Now clic+ on the ellipsis button of the Font property and change the typeface to bold.ontal and vertical guide lines that help you position these ob=ects. 9 recommend that you now relocate it to the bottom of this area. 6rag it closer to the label and then change the typeface to bold as well. Notice how the 8idth attribute in the properties dialog bo* changes correspondingly. head medical doctor.atient Name. or the te*t will seem off-center. you first select one by right clic+ing on it and then clic+ on the second while holding down the Shift +ey in your +eyboard. 2ou will see the label update in the report. Also. #he first one states that the 6ata Field #ype is either a Filed or a Formula. !a+e it read$ >"linical 9nformation? give it a font si. Select the label. 2ou can see that only two of four bo*es appear active at the moment. change the alignment property to >centered?. either the label or the te*t bo*. 6o this now and hit )nter.ontal line with arrow heads. 2ou can now clic+ and drag it with the mouse or move it with the arrow +eys in your +eyboard. lets add a title to the report. depending on which one you made the clic+. First you could e*pand the surrounding bo*Hs width to go from margin to margin and then. 9 want them to be closer. . only one of the pair becomes selected.atientHs name. change the dimensions of the surrounding bo* Idefined by the green s0uares5 to fit your te*t. 2ou can see that the te*t bo* where the name will appear is 0uite distant from the colon. in the properties dialog bo*. 8hat we want to achieve is to have all the clinical information.e of && and a bold typeface. Select a label and position it above the . #his time the cursor changes to a hori. ta+e some time to study the )ata tab for a moment. 9f you deselect these ob=ects and select them again. 9f you place the mouse cursor inside of the area defined by the green s0uares it changes to a cross with arrow heads. 9n this case it is e*actly a field.

F7O! N)8 9) #O A6:O"A#) 9N A ON).lace this pair to the right of 6osage. place the pair to the right of !ed start date on the same hori. #his is not what we want. at the bottom. 9f you need e*tra space in the group header =ust position the cursor over the lower limit and when it changes to vertical arrows drag the limit down. >-ead 6octor?. ecause this report will produce information for only one patient at the time you can chose any field for grouping that is not part of the medical history. efore running the report you might want to add some elements li+e a disclaimer at the page footer Iwith a label5. 9n the Eroups bo*. Notice that the S7 will also enlarge the area to fit new elements. "hange the font by ma+ing it bold. 8hen doing so. it will serve here as a header for the detail section. /eave it to the top of the section. 6onHt get startled if some gray area appears$ that is fine. Select the label and erase it because we will not need it. 2ou can start by adding a label that will read >"linical 9nformation$? with the colon and all. a new section will appear for the report called >6iagnosis -eader? with a nice blue shade in the left margin. 9f we place all these in the detail. insert 6osage. flush the te*t bo* to the left margin. Notice how the guide lines aid you to place them neatly.. Now. Finally. Finally insert >!ed end date? and change the label to ><ntil$?.e of ('. page numbers and current date Ias we did in our first e*ample5 (BD . Select the detail and insert >!edication?. insert a label at the bottom of the Eroup -eader the reads >!edication$?. under Filed3)*pression clic+ on the list bo* and chose -say. "learly. >6iagnosis?. #-7))! and the rest under the patientHs name and. list the medication history.ontal line in the detail area with all the medication information. Now insert >6ate of #ermination? and position this pair to the right of >6ate of Admission?. Again. Now drag the lower limit of the detail area up until there is very little space between it and the boundaries of the labels and te*t bo*es. Finally. >.. 6iagnosis. Now insert >!ed start date?. we are going to have the big bloc+ of information repeated for every medication in the record. 8e will follow the design we made in part 99 for this report. ma+e it bold and give it a font si. At this moment you better save your wor+. >!6 phone?. delete the label.. "lic+ this area to select it. Following. "all the Sorting and Erouping dialog bo*. Note how the S7 places it automatically under the previous label. Now we will place all the elements for the medication history in the detail area.sy phone?. . elow this insert the >6ate of Admission? field. 8e also donHt want to repeat this label more than once.. we need to ma+e a grouping here. . 9nsert >#herapist?. #8O. -owever. "hange the label to >From$? and ad=ust dimensions. following our design. which is why we are placing it here.osition this to the right of the !edication te*t bo*.sychiatrist? and >. -ere we will place all of our grouped elements. 8hat you should have now is one hori.ontal line.

replace te*t in strings or change case. either belonging to the table or established by the use of an alias in the 0uery. -um! #his could be 0uite cumbersome and we donHt really need to$ 8e can have the S7 ta+e care of this for us. #here are two te*t bo*es of interest here$ #he one to the right of the label$ >6ate of termination$? in the grouping header and the one to the right of ><ntil$? in the detail. -ow is it goingG /etHs ta+e this a notch further. process it and achieve a new result or piece of information. #hese bo*es will display data if the patientHs case is closed and medication regime has been terminated. we would li+e the report to print something different./ code that created the 0uery or by modifying a table if we are wor+ing directly with one. 6onHt panic because you only need to understand some simple conventions and later let the very friendly Function 8i. 9n order to dismiss any ambiguity.&0. "onse0uently there would be no data displayed in the report. 2ou will find most of these options in the 9NS)7# menu./ we identify these with double 0uotes. 6o this to get a hang of using the S7 .ard ta+e care of the rest.atient 9nformation report. ready for you to print or save as pdf. Esing formulas and functions with . we can as+ for te*t to be inserted when S7 finds a blan+ cell and a long lists of etceteras. !aybe the spacing between lines and sections is not what you thought you were getting.ractice moving the boundaries for each section. (F' . 9nstead. #he S<N 7eport uilder allows us to introduce formulas or functions with which we can collect data from some of the te*t bo*es. averages. Kust ma+e sure there is data in the tables to appear in this report. we will be tal+ing directly to the S7 in its own lingo. . For e*ample. and even reposition your page elements. if the patientHs case is still active then the >6ate of termination? cell in the table will be empty./ engine. #his is basically the name of a column in the table or 0uery that we are wor+ing with. 8hen wor+ing with the S7 we identify them by enclosing them within s0uare brac+ets I>Y> and >Z?5. Now clic+ on the eleventh button in the first toolbar row. #he only difference is that this time we will not be tal+ing in S./ to the -S. the one that loo+s li+e a report with a green arrow in it. until you get a layout that doesnHt disconcert you and seems natural. #he same thing if the patient is still being administered any medication.AS) #<#O79A/ and maybe insert a graphic as a logo. -owever. #his could be managed by altering the S. we can calculate sums of numbers. li+e$ >"ase Open? or >Still Active?. before you get to this. respectively. #he first thing you need to +now is how to denote a field value./. very much li+e we did with functions in S. 8hen we wor+ with -S. consolidate what you are learning and produce the . 2ou should be as+ed for the name and surname of the patient you want the report for and then the clinical information should appear. #o accomplish this we use formulas and functions. 9n real life.

/ we used single 0uotation mar+s. we want the "linical 9nformation report to write >Open "ase? if there is no termination date for a particular patient. =ust write the date in which the case was terminated.g.F7O! N)8 9) #O A6:O"A#) 9N A ON). Esing !ormulas.g. a value to return if the condition proves true and a value to return if the condition proves false. So we write$ I&(I BLAN'(>Date of te+mination?%"Open Ca2e"%>Date of te+mination?$ (@ #he documentation also states that the test parameter is optional and that only the return values are needed. (F( . 9F is defined in the following way$ &"$test0 trueJvalue0 falseJvalue%. ut that was then. #his means that an 9F function ta+es three parameters$ A condition that is evaluated. 2ou can get a complete overview of the available built-in functions for the S7 here$ http$33wi+i. you will find two very useful functions$ 9F and 9S /ANL. #-7))! 9n order to identify te*t strings we will now use double 0uotation mar+s.. the calculation of averages5. /etHs brea+ this down$ 9f the field with the termination date in the report is empty then write >Open "ase?. Finally. when wor+ing with -S./ 0uery we see that this field is called >6ate of termination?. the calculation of date differences5. #he 9S /ANL function ta+es only one parameter$ A name of a fieldJ and results true if the field is empty and false if not. Furthering the e*ample we have been wor+ing. 9f we chec+ the S. 9f you chec+ the documentation. composing a function or formula is basically about connecting field names and maybe string literals with S7 Hs built-in functions. and metadata functions that allow us to introduce info about the author or title of the report. ut this e*ample will use the three. Note that each of the parameters are separated by a semicolon and that the entire e*pression is enclosed within parentheses(@. date and time functions.services. 6o ta+e a loo+. #8O.. that allow us to ma+e decisions in the way the function behaves. 9f you remember. string manipulation and others. #his is all we need really! #o compose our formula we =ust need the name of the field as +nown by the 0uery.org3wi+i3 ase37eports3Functions 9f you chec+ carefully. 2ou will also find other types of functions li+e logical functions.openoffice. Otherwise. you will find many functions you already +now about$ !athematical functions Ie. Ie.

. -owever. First. Other options include Functions and <ser 6efined Functions. (F& . ma+ing sure you include all the proper parameters and ta+ing care of synta* and spelling for you.es all available built-in functions in categories so that they are easier to find. date and time manipulation and even user defined formulas. erase the content and type the formula we have created. Notice how the string is enclosed by double 0uotation mar+s and the field name is enclosed within s0uare brac+ets. y default the bo* states$ >Field or Formula?.ard ta+es notes of our actions and helps us repeat them with ease. #he wi. So the content of this bo* come from this column.ard and let the wi. one vertical to the left and one hori. unli+e written )nglish. because at this moment we are not familiar with them. "lic+ on it. notice that you donHt need to leave white space between parameters. Star by clic+ing on the button with those three little dots. itHs a library of all available functions. #o the top in this tab there is a drop down list with the name "ategory. #he Function wi. 8e will use these later. #his tab offers only four bo*es and two of them are not active at the time. "hances are that the Functions tab is selected at the moment. #he properties dialog bo* will change. 2ou can see that the options include mathematical and logic functions.ard interface pops-up showing two te*t bo*es. Also. 9n this case it says$ 6ate of termination. e*plaining what they do and giving their formal definitions. #his is correct$ at this time. 8e =ust need to replace the content of the data field Isecond bo*5 with our formula. ma+e sure that the option >All? is selected. O7 you could clic+ on the ellipsis and call for the Function 8i. Notice that there is an option called >/ast <sed?. #o the right and above there is an area that will change depending on the options that you select. #he first bo* is called >6ate field type? and specifies what type of origin determines the content of it. offering you the bo*Hs )ata tab.ard ta+e care of the synta* and spelling and set the formula for you. select it now. 2ou can clic+ on the button with the arrow to pee+ on the options.. 8e donHt need to change the data field type Ithe first bo*5 because it already allows for a formula. all functions will appear in the lower section labeled Function.ontal to the bottom.AS) #<#O79A/ #his formula captures our logic with no problem$ 9f >6ate of termination? is empty then return the value HOpen "aseH.ard organi. #his wi. 8hat more can you as+ forG A body rubG Eiven that we +now the form our formula must ta+e.ard to learn to wor+ with it. /etHs now go bac+ to our report in edit mode.ard is really cool. letHs compose it with the wi. #he bo* to the left shows two tabs$ Functions and Structure. -ere is where we want to introduce our formula. 2ou can now place your cursor there. it allows you to build your formula =ust by point and clic+. #his way. the content of this bo* is determined by a Field. which suggests that the wi. Select the te*t bo* that displays the >6ate of termination? data. 9f not. #hen. #hat is =ust fine because we will not need them for now. which is the name of the column of the 0uery we are wor+ing with. #he second bo* is called$ >6ata field? and specifies the origin of the content. Otherwise return the value in >6ate of termination?.

with all the fields present in our 0uery. Note that our compound test. Several things happen now$ #he category bo* changes to /ogic and the number of available functions shrin+s.F7O! N)8 9) #O A6:O"A#) 9N A ON). Note how the e*planation now provides the definition of the function Isimilar to the one we gave earlier5 and a short e*planation. that precisely indicate that this is a field name. 9f the name of the field was highlighted before then it has been replaced by the new te*t. the wi. 8hen you find it. /oo+ for the >6ate of #ermination? field and either select it and clic+ on the 9nsert button or double clic+ on it. the most ama. #he buttons to the left seem to have a calligraphic HF*H. the Add Field dialog bo* appears. Now. At this moment the function info pops up and a te*t bo* for selecting the value appears. #his way. 8e will not find this value among (F4 . "onse0uently. 2ou can read that this function accepts one parameter Ia number5 and the e*planation that this function returns the absolute value of the number. Notice that the word >#est? is the only one without a bold typeface to suggest that it is not a mandatory parameter. #hese bo*es correspond to the three parameters that this function uses$ the test. #he buttons to the right show a table with a green arrow that points to one of it cells. 9n the second bo* we must indicate the value that the function must return if the test results true.. 6ouble right-clic+ on it to select it. Note that the functions are organi. 8e will be using the 9S /ANL function for this. #-7))! #he lower bo* has the tag >Formula?. #he second button allows you to select and insert the name of a field. Now the Formula bo* displays the name of the selected field. .ed alphabetically. #he first button allows you to select and insert a function. 6oing so ta+es you bac+ to the >All? category listing. #his time clic+ on the button to the left IField utton5.ard brings us bac+ to the 9F page so we can populate the two remaining bo*es.. #o continue you now need to set the cursor in the formula bo* after the first closing parenthesis. are automatically included. 9f not then it remains at the tail of our insert. Scroll down until you find the function we are loo+ing for and double clic+ on it. the true value and the false value. #he test in our formula as+s us to evaluate if the field >6ate of termination? is empty or not. 9n this case we want the string HOpen "aseH. "hances are that the A S function is selected Ihighlighted5 to the left and e*plained now. On top of this bo* you will see the function currently selected in the Function bo* defined and with a short e*planation of what it does. #8O. that includes a function and the name of a field.ing transformation happened in the e*planation area because we now have three te*t bo*es flan+ed by buttons. correctly appears in the #est bo*. Note that the s0uare brac+ets. right-clic+ on it once to select it. #he Formula bo* now includes the te*t >9FI5? and there is a blin+ing cursor between the parentheses. clic+ on the F* button for the #est te*t bo*. At this moment it should show an e0uality Ior assignment5 sign >P? and the name of the field in use$ >6ate of termination?. -owever. meaning functions.lace your cursor over the function bo* to the left and scroll until you find the function 9F.

S7 offers these e*act functions for us to include in our reports. "lic+ on the 7un . Nice! Finally. find the highest number ISalesperson with most number of sales5 or the lowest number in a column I6epartment with fewest number of complaints5. enough dilation. At this moment you could clic+ on the Structure tab and get a glimpse of what it offers$ basically. select and insert the >6ate of #ermination? field name. Now do the same with the field in the detail section that records the date when certain medication was terminated. multiple reports5.ard itHs very easy to compose and insert functions that enhance the value of the information in our reports. /etHs chec+ the effect right way. ecause this is a te*t string value. you +now by now that you can easily produce S. 8ith the help and ease offered by the function wi. O+ay. erase it now. For the second time. clic+ on the button that calls the Add Field bo*. Again a semicolon is added to separate parameters while the dialog bo* waits for your selection. #ype this directly to the bo* now. 9f you chec+ now.AS) #<#O79A/ either the functions or field names. Now. Notice that when you clic+ on the second bo* to insert the string a semicolon is added automatically in the formula by the wi. Esing !unctions. ut you also +now that combining aggregate and regular functions might re0uire more than one data set and therefore. <se the string >Still Active? to give the report more variety. Now that we have some e*perience using formulas we are going to ta+e this a step further and use some functions that come preloaded with the S7 . more than one logical page Ithat is.uery button and insert the name and surname of an entry in your database that does not have termination data. 2ou can see it there now but you might need to clic+ on the arrow button if you need to read it whole. 8hat we do is type it. 8e will use this in our final e*ample. =ust that this time it too+ very little typing from us. -ey! 9snHt this greatG! #est this to your hearts content.$ sales in a region or per salesperson5. we must enclose it within double 0uotes. the formula in the Formula bo* is identical to the formula we had presented earlier. 2our e*ploration of the function (FB .ard in order to separate the first and second parameters. you get a more graphical and structured rendition of the functions and field names that your formula uses. #here are several circumstances when a report would re0uire that some information in the report be processed and be presented as part of the report. clic+ on OL to insert our formula in the >6ata field? bo* of the 6ata tab for the corresponding te*t bo*. for the third bo*. #he report should come out stating >Open "ase?. For e*ample we could want to add the totals in a series of numbers Ie. Of course.g. 9f by any chance the field name that was present before we built our formula is still trailing./ 0ueries with this type of information and even other more comple* ones.

. #his 0uery will produce a table with only three fields$ . /ater on you should attempt to replicate the form as described in part 99. #he report will as+ for the time window and then list alphabetically all patients that made a payment in that time slice. Notice that the 0uery will only select the payments that were successful I17esult1 P H"7)69#H5.atientHs total after displaying the detail.. #-7))! wi. the date and the amount of the payment. 8e might simplify this report somewhat =ust so that we can focus on the process of designing a form that uses the sum function.ayments table.atient table and the . !a+e sure that you have created the forms for payment(A or otherwise populated that . #8O.ard help you. 8e also want the sum of the . the process of finding the sum. #his is what we are going to test now.ayment table so that you have actual data to play with. #he S./ code could loo+ li+e$ ELECT CONCAT(CONCAT("Patient"#" u+name"! 3! 3$! "Patient"#"&i+2t Name"$ A "Patient Name"! "Pa-ment"#"Date an. time of Pa-ment" =1:TopTime ORDER B* "Patient Name" A C% Save this with a name you can easily identify.atient Name. So we will have subtotals Iby patient5 and an grand total Iall payments together5.ard should have shown you that many of those functions can be replicated by the S7 without the problem of multiple data sets. #he data needed comes from the . 9nclude data from at least two different months so you can test the time window function and also include both "7)69# and 6) 9# transactions so that you can chec+ the S. time of Pa-ment" 01:BottomTime AND "Pa-ment"#"Date an./ code in its full splendor. information that we will place at the end of the report. min or ma* of a column of numbers has been further simplified. 2ou could later produce a report with all the failed payment attempts I17esult1 P H6) 9#H5 and include the !emo field that e*plains what happened. #imestamp of payment and the amount.ayments report. 8e are going to do a version of the "linicHs Summary of . 8e will also want the report to display the total amount received in that period from all patients previously listed. /et the wi.F7O! N)8 9) #O A6:O"A#) 9N A ON). One of the goals of the database for the psychotherapy clinic is to learn about the money in and the money out of their operations and several of our forms re0uire that we sum the money received and the money that must be payed. the amount they payed and the timestamp of payment. (A 2ou will need a form with patient name and surname and a sub-form for the rest. )ven better. 9 will now briefly go through the steps for designing a report as detailed earlier$ #his report will list all patients that made a payment within a time frame. time of Pa-ment"! "Pa-ment"#"Amount" &ROM "Patient"! "Pa-ment" </ERE "Patient"#"ID Numbe+" 1 "Pa-ment"#"Patient ID" AND "Pa-ment"#"Re2ult" 1 3CREDIT3 AND "Pa-ment"#"Date an. (FF .

/etHs do this. #his is not a mista+e. 8e are using the page header for this because we want this title printed in all e*tra pages the report could generate. Something li+e >"linic . 8e are going to use two labels$ One for the part of the te*t until the first ellipsis ans the other for the >. -owever.. none of which is on by default. Ad=ust the margin of this section to something you feel as appropriate.age header and )FO7) the page Footer. 9Hm going to place here a caption that reads$ >For payments made between a and . Now go to the )dit menu and clic+ on 9nsert 7eport -eader3Footer. Eroupings do have headers and footers. #he same thing goes for the page footer.uery for the "ontent type and then select the name you gave to our 0uery. Eo to the )ata tab.ing this section as much as you want. #he page footer is not the place to use because this footer is repeated at the end of every page and therefore does not constitute the ending of a logical section but of a layout section Ithe end of the page5. Now insert a label that =ust reads >and? and finally insert the TopTime Ialso discarding the label5. donHt change the default for this e*ercise. )ven if your 7eport header ta+es a full page of e*planation and other boilerplate te*t. you +now that you can change this behavior in the :eneral tab for the report.. 9n the . erase the tag and place the bo* ne*t to your te*t.. 8ith this in mind letHs start our wor+$ go to 7eport and call the S7 . Notice that the reportHs header and footer appear AF#)7 the . #he page header will appear on the head of every page by default. including the section for the 7eport header.age header. Now drag the bottom limit of this section up.. 6onHt worry if gray area starts showing underneath.. Now we are going to wor+ on the 6etail. leaving only a small margin before the ne*t section. Anyway. #he total sum of all payments needs to go at the end of the report. 9 do not really need to use the 7eport -eader Ibut 9 do need the 7eport Footer5 for this e*ercise. #he footer appears at the end of the section and therefore is the logical section to place the columnHs sum.age header write a title for the report..? bit.? and will insert there the KottomTime and TopTime variables Iwhich the Add Field dialog bo* +indly displays for us5.AS) #<#O79A/ 2ou might also have advanced that we are going to be doing grouping of data around patient name. ecause 9 am using the 7eport -eader.e them around the name. 9t is very convenient if you place both against the upper margin because we are going to reduce the si. 8e already identified our need to use groups and organi. select . Anyway. the top of the page will have the . #he header will be a good place to insert the name of the patient. On understanding these conventions it becomes obvious that we are going to need to include the 7eport header and footer and the Eroup footer. and . #he only section that can be placed at the end of a report is the 7eport footer.ayment Summary?.e of the 7eport -eaderHs section. this info will only appear in the first page of the final report. !a+e sure the boundaries of the label are not preventing you from downsi. #hen insert KottomTime. "lic+ on label and write the first part. "all for the Sorting and Erouping dialog bo* and (FC .

erase the label and place the te*t bo* under the >Amount? label. Now select the detail and insert the >6ate and time of . #his should be enough to frame the beginning of the group. the te*t bo*es for the actual values are located in the detail area. #o ma+e them loo+ li+e headers change their typefaces to bold. .&&?5. #o conform a bit closer to our original report draft you can give it the te*t$ >. At this moment the third bo*. Now you can drag the bottom margin up.lacing margins in pleasant ways might ta+e some practice. 9n this case we will write the name of the patient here. 2ou can see the -eight property change as you drag the bottom margin.atientHs name te*t bo*.ayment? field. 6onHt despair.atient Name?. ma+ing a column with it and the other te*t bo* we placed in the detail section. #his is going to be li+e the header of a table that will list the date and amount of payments.. which reads Function. automatically displays$ >Eroup$ . descriptively named Scope. Now go to its )ata tab.. Notice that while the labels are in the group header. Now the group footer pops up. #he other option for scope is 7eport. !y sense of order doesnHt need the tag so 9 am going to erase it.ayment received on$?. Now for 6ata Field select Amount. ase identified this 0uite 0uic+ly upon noticing that we are placing this te*t bo* in the group footer. becomes activated. Kust li+e in previous e*amples. Notice that the detail will be repeated for every amount payed by the patient in the time frame and the whole group will be repeated for every patient that was recorded ma+ing a payment within the time frame. 9 will change the font properties for the te*t bo* to bold typeface though. 9n the group footer we will place the sum of the amounts payed by the particular patient. "lic+ on it and select Accumulation. Only the ones for this group. we will place information that identifies the group in the group header. Now insert the amount field. #his combination will produce the sum of the values in Amount.F7O! N)8 9) #O A6:O"A#) 9N A ON). See what you li+e. At this moment the Eroup -eader pops up. (F@ .F'?. 9 also recommend that you flush the bo* to the left margin. which is e*actly the scope that we want. 9n the detail area we will place the timestamp and the amount payed. 9 left mine at '. 9f you have deselected the te*t bo* you should see the sectionHs property dialog Iselect on it or the bluish area to the left to ma+e it active5. Now comes the fun part$ Select the group footer and place a te*t bo* there aligned with >Amount?. "hange it to Function. #8O. Now drag the bottom margin until your sense of aesthetic is pleased I9 got to '. ut we donHt want all of the amounts. At this moment you have the detail section surrounded by the group header on the top and the group footer at the bottom. #he 6ata Field #ype reads Field or Formula. )rase the tag and place the te*t bo* under the first label you created. Now you can insert a label one row further down and to the right of the . the third option states$ >Eroup Footer$ Not present?. #-7))! clic+ on the bo* with a down arrowhead under Field3)*pression. Now select the . #o the right of this label add a second one with the te*t >Amount?.resent?. -ere is where we will display the sum of all the amounts in the group. "hange that to >. Select the Eroup -eader and use the Add Field bo* to insert the patientHs name there. So the last bo*. 9f you read under properties. which we will be using shortly.atient Name field.

"onfirm this$ run the report again. #his is only a reference and you can do what feels better to you.atient Name Iagain. On the 6ata field type select Function. 2ou should practice your new s+ills and produce a report that displays the highest payment by patient and the highest payment overall Iuse the ma* function5 and then one that displays the lowest payment by patient and overall lowest payment. #his is a beautiful report. ecause 9 am using the Arial front. Notice that you can omit time Ias opposed to date5 parameters to ma+e your input 0uic+er. Now 9nsert a te*t bo* to the right of the previous caption. (FA . 2ou can dry the tears in your eyes now. 9t could be the case that some bo*es are too short to display all data. #hese functions where placed automatically by ase. On the 6ata field select Amount and on the Function option select Accumulation. at the end of the report.4'? wor+s for me. S7 gives you all the fle*ibility that you need to fi* this. 9f you are not sure how to do this follow the instructions concerning the 7eport -eader in this e*ercise. /etHs e*amine under the hood and see how this marvel happened so we can replicate it with other functions. O+. -owever. 7emember$ this section appears only once. Start by providing the first day of the earliest month you inserted in your data and the last day of the latest month. 8e didnHt even have to worry about writing the formulas needed for these calculations.e (&pt. #o separate a group from another Iin this case. and the bo*es are flushed against the top margin. a patient bloc+ from the ne*t one5 /eave more white between the lower limits of the label and te*t bo*es and the lower margin of this section. From the Add Field bo* insert . 7eali. si.atient Name? to >#otal payments for$? and ad=ust the width of the bo* and the distance with the te*t bo* so that it loo+s li+e a sentence >#otal payments for such and such$?. -ere we are going to place the total sum of all payments received. 9 +now5 and ma+e sure it falls to the left of the accumulated amount te*t bo*. it would be very informative for us to see how the e*perts have created the formulas that wor+ with these functions. enough. !a+e sure to save it now Iyou never +now5 and run it$ First you are as+ed for a time frame. #o do this we need to become familiar with the 7eport Navigator. #his way all the successful I>7esult?PH"7)69#H5 payments that you entered will be included. Now select the 7eport Footer. Now ase produces your report. a height of '. Start by placing some labels and the time frame variables so that the caption in the report footer reads something li+e$ >"linicHs total income for period between KottomTime and Top# Time$?. ut for now focus on the totals by patient and the grand total calculated by your report. now giving different time windows. or too longJ or that section margins need to be further ad=usted or that you need to twea+ the alignment of te*t in the bo*es. Now change the the te*t in the label from >. Now the report will automatically select >7eport? for the Scope of the function.AS) #<#O79A/ #o finish the Eroup footer we are going to add some te*t that helps frame the info here.e that we donHt need to do any more programming to re0uest income information for any period of time that we have recorded in our databaseJ and that our time windows can be of any length and precise to a second. Select the )ata tab.

8hen we want functions that ma+e calculations local to a group. te*t bo*es and functions by section Iheader. we want to define it at the beginning of the report. 7eport -eader. footer. #-7))! The &eport avigator.F7O! N)8 9) #O A6:O"A#) 9N A ON). (FD . )verything we placed in the report is described here e*cept for one element that might loo+ 0uite novel to you$ Functions. 2ou call this window by clic+ing on the button ne*t to the ones that call for the Add Field and the Sorting and Erouping bo*es$ itHs the one that loo+s li+e a form with a compass over it. the 7eport Navigator shows that the only content there is a label. 9f you clic+ on it then the contents of the sections become visible.roperties dialog bo*. 9f you clic+ on it. 9f you call this window now you can see that it displays some +ind of tree structure with a root in 7eport and. gives you 0uic+ access to their . For e*ample. in the reportJ and that it will consider data available to all the report. which is used at the 7eport Footer. if you clic+ on the . anywhere. that is. And there are two$One =ust under the 7eport root and other associated with Eroup.5. could be used globally. the elements$ Functions.roperty 6ialog bo*es and activates any element in the report if you clic+ on its name in the Navigator. 9f you thin+ that the function that calculates the partial results must be the one associated with Eroup. )*pand all the bo*es to see a complete description of the contents of our report. So now we +now that in the future. detail. -ence its ability to calculate the total sum of the amount field. the little bo* now displays a minus sign instead. we use it at the footer5 but only in the group section.age -eader. etc. the label in the report becomes active and the properties that belong to it are displayed in the . 2ou can also see a small bo* to the left of these elements with a plus sign. it will consider data that is only local to the group and we could use it anywhere Iin our case.. we will define it within the group section. #his is not so strange because we do have two functions$ One that calculates the sum of money amount by patient and another that gives us the grand total. 6etail. ecause itHs defined at the very beginning of the group section. 9f you clic+ on this section..age Footer and 7eport Footer. 9t also means that this function is local to the group and we might not be able to use it outside of the group. dependent of it. #his is not unli+e the Form Navigator we have studied earlier. displaying also the content we gave to it. #his is an easy way to find any element in a report. . you hide the contents.age -eader.atient Name although its used at the footer. . #8O. #he 7eport Navigator provides a summary of all the elements you have placed in your report$ /abels. #he function is defined at the head of the Eroup by . Eroups. !eanwhile. Ad=ust the margins of the 7eport Navigator window if necessary. when we want to include a function that can be used anywhere in the report or that uses data from the entire report. 8ith the previous in mind then itHs easy to understand that the function defined at the very beginning of the report. #his pretty much describes the content of the sections in our report. you are right.

8e will see some e*amples of this(D. (C' . y ma+ing this association Iwhich ase made automatically this time for us5 we manage that a bo* display the result of a function. note that this function is placed within brac+et parentheses. ase has assigned the names of the functions by =oining the name of the function option. #he initial value bo* can hold a field. #his is a very important feature. >3? Idivision5 and parentheses for grouping >I> and >5?. 2ou can see a button with an ellipsis. 9n the 7eport Navigator e*pand the F* bo* below Eroups and . Now.re-evaluation. #he documentation states that this field accepts and understands formulas as defined by the OpenFormula standard. 9t basically means that the function itself becomes something li+e a variable. >Q> Isubtraction5. /etHs start with the formula for AccumulationAmount atient (ame. #he second thing is that this formula has been given a I0uite long5 name but later is treated as a field. tells ase what calculations to perform e*actly. 9n effect. 6eep #raversing and . #he relevant thing is that functions are given names although we donHt need to follow the same convention.AS) #<#O79A/ Now note that the functions have been given names$ #he global function is called$ Accu# mulation Amount <eport. depending on what we want to achieve. 9nitial :alue. you will see the . 6o this now. its value is referenced by using the name withing s0uare brac+ets >Y> and >Z?. it calls for the Function wi. Now chec+ the Name. that is. formulas allow us to use mathematical operators li+e$ >T? Iaddition5.roperties 6ialog o* of the function. another formula or a constant. Formula.atient Name and then clic+ on Accumula# tionAmount atient (ame. "ertainly. #he local function has been called AccumulationAmount atient (ame. 8e are mostly going to wor+ with the first three bo*es$ Name. Formula and 9nitial :alue bo*es in the :eneral tab of the . Formula and 9nitial :alue.roperties dialog bo*. >]? Imultiplication5. if you need the formula evaluated before the report is run then you must set . Formula.ard.ed by the order in which they were created5$ #here is a /abel that holds the te*t$ >#otal payments for$? #hen there is a te*t bo* with the field corresponding to . the field it bases its calculation on and the scope of its domain.re-evaluation to 2es. #he second bo*. #hey should loo+ li+e this$ Name: AccumulationAmountPatient Name Formula: [Amount] + [ AccumulationAmountPatient Name] Initial Value: [Amount] #he first thing we can notice is that this formula uses an addition sign I>T?5. a name that +eeps a value. 9f you now select one of the functions in this report by clic+ing on the name of the function in the report navigator.atient Name and finally a Formatted te*t bo* Ithe one we placed manually5 associated to the function name$ AccumulationAmount atient (ame. right ne*t to the F* symbol. (D Kust for the record. 2ou can see that a function has only a :eneral tab and only five bo*es with properties$ Name. #he name allows you to identify your formula which allows you to later use it with a formatted field and even with other formulas. 9f you e*pand the Eroup Footer section you will see that the 7eport Navigator describes the following contents Iand not necessarily in a left-to-right and up-to-down order but organi.

ecause this function has been declared inside the . /etHs interpret the !a* function$ Assign to @1a*A the number stored in the first @"ield+alueA evaluated. 8ith this information we should be perfectly able to venture in the creation of our own functions. Finally it states that every new amount will be added to the previous value of the function and stored in the function Ithe Formula. 2ompare the ne*t value for @"ield+alueA to the number stored in @1a*A. which you can find in the 6ata Field #ype bo* of the )ata tab of any #e*t o*.. &f the number is bigger.. (C( . #his allows me to +eep a count of the number of records in a field for the scope of a group or a complete report. 9 could try the following definition for a function$ Name: numberOfItems Formula: [numberOfItems] + 1 Initial Value: 1 #his proposes to create a function called HnumberOf9temsH. keep the old value. bo*5. ut formulas donHt need to limit themselves to mathematical operators. or second. replacing the old value. #8O. /etHs try this ne*t.F7O! N)8 9) #O A6:O"A#) 9N A ON). #hey can in fact use any of the functions available to the S7 . store it in 1a*. that will start receiving the value of one and will increase by one every time a new field is evaluated. &f not.atient Name Eroup. depending on my selection of the scope of this function Iwhich is done in the last bo*5.atient Name field changes. Following this insight. #he !in and !a* formulas show this clearly$ Name: Min Formula: IF [Fiel!Value]<[Min]"[Fiel!Value]"[Min]# Initial Value: [Fiel!Value] Name: Ma$ Formula: IF [Fiel!Value]>[Ma$]"[Fiel!Value]"[Ma$]# Initial Value: [Fiel!Value] 2ou can see that the definitions for the !in and !a* functions use the 9F function. Eo to the 7eport Navigator and clic+ on the AccumulationAmount<eport function and see if you can understand itHs definition and the way it has been set. #-7))! /etHs see how this wor+s$ the function definition starts by allocating a name to identify the variable Ifirst bo*5. it will reset every time the . #hen is states that it will start by assigning to it the first value found in the field Icolumn5 >Amount? Ithird bo*5. #his is e*actly what the "ount function does.

Anyway. a column for first 0uarter total sales and a second column for second 0uarter total sales and so on Iup to thirty columns5 then the function will happily return their averages. #a+e your time. we were storing there the accumulation of a column and the bigger or smaller number in a comparison. the grouping of the information by patient. the organi.ontallyJ and not vertically with values in one column. we are going to start from scratch and create a custom function that calculates the average payment by patient and the overall average of payments. this function does not allow you to calculate the average of values inside one column but rather uses values across several columns.or other formulas./ code that re0uests the time period and filters the information. Also. etc.ation of the report in report and grouping sections. the S7 allows us to create our own functions Icalled <ser 6efined Functions5 at two levels$ the grouping level and the report level. As you +now by now. <#. ecause we are using the elements created in our previous e*ercise. #his should be a fun e*ercise because we canHt use the A:)7AE) formula that appears in the Formula 8i. #his way we can use the same 0uery we created for the previous e*ercise. etc.e its definition you will read that this built-in function returns the average of a sample and that allows for the input of up to 4' elements that can be either column names -present in your table or S. usually in the same row.5. Now we will =ust focus on creating the functions and ma+ing sure that they are used by the report. -owever. 8ait a minute! you could e*claim$ 8ere we not calculating the sum of values in a column Iand the biggest or smallest value in a column5 =ust in the last sectionG 2es./ code or the table you are using as basis for the report has. 9f your S. 9n this e*ercise we are going to create a function that calculates the average payment by patient and the overall average payment for a defined period of time. letHs say. 8e +now that we need two user-created functions$ One to calculate the average amount payed by each patient and another to calculate the overall average. my recommendation is that you donHt =ust try to reuse this one$ uild the report from scratch and practice what you have learned. that is$ (aTb$ T " 1 a T (bT"$ 1 a T b T " (C& . -ow comeG 9f you analy. 9 will sit here and wait for you. all functions wor+ with values in one row. this is made possible because the sum of a number to two numbers previously added is e0ual to the sum of the three numbers. 9n the case of the accumulation.AS) #<#O79A/ Custom made functions. row by row. we were doing this row by row$ 5e land in a new rowL Then add the value to the number we are keeping or compare the values and keep the larger one. #han+s to the fact that the name of a function wor+s li+e a variable that stores a value. . hori. Now that we understand how to use the 7eport Navigator and where and how functions are defined. we were.ard here. #he first one needs to be placed at the grouping level and the other one needs to be placed at the report level./ code basis for the report. most of the functionality re0uired by this report has been e*plained already Ithe S. say. the general layout of the form that we need is basically the same to the one we =ust createdJ only the function definitions will be different. 9n general.

#his is what we are going to do now.ed in the previous section to calculate our sum and we can use the "ount function to determine the number of numerical values. letHs count the values as we add them. 9 want to show you how it wor+s. if you run the 0uery now you will see a sum of the amounts payed by each patient. #hatHs all it ta+es as ase has ta+en care of the rest for us. 9n any event. we have done this before. #o ma+e things even more pleasant for us we donHt even need to produce the first two functions$ we can use the Accumulation function we analy. a te*t bo* where the patient name field will be displayed and a te*t bo* where we will display this average. #hen. #hen access the )ata tab of this small new bo*. ecause we have not done this before. 9f you run this 0uery now you will see that each payment per patient has an ordinal number that starts with one for each new patient name. 2es. 8e will display our sum here.atient Name. /etHs start by adding a "ount.F and C is F. After creating the bo* go to its )ata tab and select the Function option for the 6ata Field #ype. Oops! 9s this the end of the worldG Not really. -ow do we do thisG 8e add the values and we divide this result by the number of values in our set.F and the average of B. F and C is F. #his way we +now that we will need three functions in total$ one to calculate the sum of the numerical values. this is not true for averages$ #he average of three numbers is not e0ual to the average between one of the numbers and the average of the other two$ A6)(a!b!"$ U A6)( A6)(a!b$! "$ For e*ample. one the calculate the number of values in the set and one to calculate the division of these results. 9n order to illustrate as clearly as possible what we are doing. #hen in 6ata Field select >Amount? and select Accumulation for the Function. At this moment ase deactivates the following two bo*es in the )ata tab and correctly sets the scope to Eroup$ . 9n the 6ata Field #ype select "ounter.. /etHs start by understanding what we need$ 8e want to calculate the average of a set of numerical values. 8e will not +now before hand how many values come in our set. which can be done row by row with no problem. we will ta+e some intermediate steps you might want to replicate when you attempt to do the report average. #-7))! -owever. #hese two functions rely on addition. 9 want you to add a fourth element$ another te*t bo* this time to the right of the last one.ayment? field in the detail section of this report. 8e =ust need to put them in place and then create a function that calculates their ratio. /etHs start by adding a small te*t bo* to the right of the te*t bo* that displays the >6ate and time of . (C4 . #8O. #he Eroup footer should have three elements$ a label that frames the info and should say >Average payment for?.&F..F7O! N)8 9) #O A6:O"A#) 9N A ON). 8e are going to start with the Eroup average. the average of B. 8e have the goal to build our own functions and this e*ercise demands =ust that. ut the average of B and F is B.

and with or without prefi*es. 2ou can now eliminate the bo*es that display the count or the sum of the amounts. Now we need to create the function that will use our partial results. (CB . Now we need this formula displayed. Find and clic+ the option >New Function?. 8hen you clic+ on Function you will find all of the functions available for this report Ithat should be three if you started this e*ercise from scratch5. Select it by right-clic+ing on it. #he rest of the name reminds me that this function calculates the payment average. Find and clic+ our function. 9t also simplifies our wor+$ 9f you call the 7eport Navigator you will see that these functions have been properly and automatically placed by ase at the Eroup level. calling the conte*tual menu. 2ou can further specify the format displayed by this bo* in its :eneral tab. Kust remember to define your functions at the report level Iat the top in the 7eport Navigator5 although you will be using them in the reportHs footer. 9f you now run this report you will see the average of payments done by each patient displayed in the group footer section. #he formula should loo+ li+e this$ [AccumulationAmountPatient Name]%[&ounterPatient Name]# #ype this and we are ready. Select it. Now a new function with the name >Function? appears under the two functions created automatically by ase.re-evaluation set to >2es?. /etHs first change the name of the function with something more descriptive. Now we will introduce our formula.aymentAvg?. Notice the 7eport Navigator updating the name as soon as you shift focus from the bo*. 8e didnHt really need the bo*es for the "ount and the Sum ut 9 wanted to show these elements in action at least once. ase responds by deactivating the 6ata field and Scope selections. Notice that we donHt need an initial value so we are leaving that field empty. #hese are the numbers we need to calculate the average. li+e )dna or !aribel. Eo to the 7eport Navigator and find the function branch for the Eroup level .roperties dialog bo*. #hen left-clic+ it. Select the te*t bo* in the group footer that you had prepared for this. sparing me the need to type them myself. 8e want the sum of payments divided by the number of payments. Eo to the )ata tab and select ><ser 6efined Function? for the 6ata Field #ype. /etHs leave . 6epending on how you have formatted this bo* you could see an integer number Iwith no decimal places5 or a decimal number. ut you can try any name. calling its . #he function that holds the sum of payments is$ AccumulationAmount# atient (ame and the function that holds the count is$ 2ounter atient (ame. #he prefi* identifies this as a function. 8e used them only as guides and to have ase insert the needed functions for us.AS) #<#O79A/ At this moment we have the number of payments and the total sum of payment made by each patient. Now it will be your turn to calculate and display the full average of payments in this report. 9 will do >fn.atient Name.

So we would li+e the report to write the >Still Active? string with some enhancement. the typeface or some other element of the formatting but ON/2 if it happens to be a certain value or within a range of values.rinting. using the color red and italics. #-7))! 9 am sure that all the possibilities opened by the use of functions and formulas might be whetting your appetite$ #he ability to gather and process information in your report to produce further information not immediately evident and then dynamically adapt the output to the results is really tempting. ut wait... So you can build very sophisticated conditions for the conditional printing. Now letHs establish the way we want the formatting$ "lic+ on the button for italics and see the sample te*t change accordingly.F7O! N)8 9) #O A6:O"A#) 9N A ON). #he first one sets a condition and the second row specifies how must the te*t appear if the condition is met.. 8hat we need here is the ability to do conditional formatting. #he "onditional . there is still more. and find and select the >)0ual to? operator. 9f you clic+ on these you will call the Function wi. -owever. 7emember that for the S7 . #he name >"ondition (? suggest that more conditions and resulting formatting styles can be added. /etHs imagine that we need to highlight a possible value in one field. For e*ample.rinting dialog bo* pops-up. the field value is compared with a range of values by offering the operator > etween? and two bo*es for parameters. 8e could ma+e it stand out by changing the color of the font. Notice that because this operator needs only one parameter. Now go to the menu and clic+ on Format and then on "onditional . For this you can clic+ on the button with a plus sign down and to the right. our goal is to highlight when we get e*actly the string >Still Active?. the condition row ad=usts accordingly. Conditional formatting. #he fifth button form the left calls for the color (CF . the one that states the operator. #his way the first row should read$ "ield +alue is . #8O. #o achieve this go bac+ to your report and select the te*t bo* that displays the >!ed end date? field Ithe te*t bo* to the right of the label ><ntil$?5.. 2ou can see the name >"ondition (? and down of it two rows of controls.ard. /etHs start by clic+ing on the button with a down arrowhead in the second bo*. say. letHs go bac+ to the e*ample for our "linical Summary$ 9t could be very important to highlight any active medication because the therapist might need to chec+ on that. we must enclose strings within double 0uotes. y default. 9n the #hird bo* =ust type the string that we are loo+ing to match$ >Still Active?.'ual to @9till ActiveA. )ach of these bo*es have buttons with the ellipsis.

values between one and &' are printed in orange and numbers over &' are rendered in blue. 8ow! 8hat bout this!! 8ith this dialog bo* you could easily set that. values below . A word of caution: 8ith all its fle*ibility and powerful functions. this is problematic at least at two levels$ First because by not wor+ing the way itHs supposed to it ma+es it difficult to accomplish what one wants. in short. . Select the color red and see again the sample te*t reflect this. Finally press the OL button and run the 0uery. ut we donHt always +now in advance whatHs happening. #ry again. report bugs. !y adviceG 9f things are not going the way you thought they should then be patient..AS) #<#O79A/ menu. Notice that the si* buttons allow you to change virtually any aspect of the rendering of te*t. #o my understanding. Start anew.ero come out in red. yes. And. 8hat about thatG Or you could ma+e that patients that have been in therapy for more than a year to the date the report is made appear highlightedJ or you could compare values from different fields.. ut second.ic+ a patient that has current and terminated medication records. for e*ample. the possibilities are endless. the S7 is not without bugs. it complicates the learning curve a lot$ 9f 9 am not achieving the end result that 9 want. "hec+ the forumHs post Ichances are that someone already confronted the bug. posted a 0uestion and received an answer5. (CC . is it because 9 made a mista+e or is it a software bugG 9f we +new beforehand the effects of the bug in our programming we would probably not call them bugs but issues and =ust wor+ around them.

defragmenting your database and creating bac+ups. available time and the degree of change in data structure re0uired by the new business practice.odif$ing data structure. for e*ample5./ at$ http$33www. 11 #hroughout the useful life of your database there are things that you might want to do to +eep it current. 9f we study the <!/ diagram for our database we will easily discover that the best place to include this would be in the 1Assignment1 table. 2ou might remember all the time we spent carefully shaping our tables and their connections. could be 0uite big compared to the effort of =ust adapting the database to the new practice. . updating your forms. dropping columns or constraints. and later populate it with data. 8here does the boundary lie will depend on your ability. that we could call 1!odality1. ut business practices do change and the effort to start a new design.org3doc3guide3ch'D. 8e need to include a new column. including$ Adding columns or constraints. 2ou can find a complete description of what this instruction does in the documentation for -S. renaming tables. For e*ample. couples therapy and child and adolescent therapy. 8e could lose some important data and we could even lose some critical data for the internal operation of the database itself Ili+e primary +ey numbers. For our e*ample we will need to call the S.Chapter . 9t is not a good thing if we find ourselves trying to modify this with a database that we are actually using because the potential for doing some irreparable damage is 0uite big. !a+e sure to read the section so that you can understand the synta* by comparing the definition given there with the cases e*amined here. reliable and safe.htmlOalterRtable-section #here are many things you can modify with this instruction.hs0ldb./. Now it ma+es sense to record the +ind of therapy being provided so that we can charge and pay accordingly. where we can store this new piece of information../ command bo* at #oolsXS.. #hey will cost differently and the therapist will be payed differently. and type and e*ecute$ . #his includes modifying data structure. altering columns and even changing the auto numbering of primary +eys.aintenance of a Database. letH say that the director of the clinic decides to include new offerings aside from therapy for adult individuals li+e family therapy. #he instruction for doing this is the A/#)7 #A /).

2ou might want to modify your forms to ma+e them easier to use or as a conse0uence of changing data structure. 2ou are going to need to modify your Assignment 6ata )ntry Form and include these four new modalities using radio buttons so that the user only needs to point and clic+ the desired option.nment" ADD COLUMN "Mo. this column is completely empty. /ater he decides to drop child and adolescent therapy because he has no 0ualified therapists at the moment and also se* addiction because no one has registered in it in the four wee+s that it has been available. the potential for error increases. 8ith long names li+e these. Now your form is getting really crowded with radio buttons.AS) #<#O79A/ ALTER TABLE "A22i. ALTER TABLE "A22i. grief and mourning and se* addiction. Of course. 2ou already +now how to do this.nment" DROP COLUMN "Mo.alit-" 6ARC/AR (78$% Now we have a new column of a varchar data type in the specified table.odif$ing forms.nment ID" RE TART <IT/ K7% #his instruction resets the counter for the primary +ey auto numbering in 1Assignment 961 to 4& Eo and chec+ the documentation to get a feeling of other things that you can do.nment" ALTER COLUMN "A22i. #he modalities are$ Adult individual. couples therapy and family therapy. ut what happens if the director of the clinic +eeps changing the offer of therapeutic modalities. 9 am sure that you are already thin+ing about radio buttons for this and you are right. Now that we have our new column we need to start recording the type of therapy that the patients are being assigned to.alit-" RENAME "The+apT-pe"% #his instruction changes the name of the column 1!odality1 to 1#herapy type1 in the Assignment table.e data entry error because the generation of reports that charge or pay money are going to be based on precise counts of the types of therapy.alit-"% #his instruction would eliminate the column 1!odality1 and all data in it would be lost. . child and adolescent.nment" ALTER COLUMN "Mo. /etHs see this in the conte*t of our previous e*ample. 8e +now that we want to insert this data in a way to minimi. #wo days later he comes with the re0uest to include a drug addiction pro(CA ./ instruction include$ ALTER TABLE "A22i. Other e*amples of this S. ALTER TABLE "A22i. loo+ing for products with the necessary public appealG /etHs say that he includes support groups for obsessive-compulsive disorders.

ard does not appear because ase has no way to +now what tables you are trying to lin+. 6onHt despair. chose 1#ype1. 9f the /ist bo* wi..es entry errors li+e misspellings. so we want a mechanism that would simplify maintenance. 8e are also e*perimenting with several and new options. which is the receiving field.. #here you are changing your form. ma+ing maintenance easier. Now weHll edit the form where we ma+e the assignments. "all for it and go to the )ata tab. #-7))! gram and AA meetings. open this table and populate the 1#ype1 column with the options re0uired by the director..roperties dialog bo* of the /ist bo*. /ists o*es feed the options from a table. 2ou should +now by now how to compose the S. 2ou can include a description column as well. 9n the third step./ code for this$ CREATE TABLE "The+ap. No problem if this happens because we can as easily use the . adding and dropping radio buttons with no end in sight. #8O.ard appears then select the new table. Notice how we made sure that both 1!odality1 and 1#ypes1 are of the same data type. (CD . chose 1!odality1 Icolumn we created earlier and should appear now5 and for 1Field from the /ist #able1. although is not really used in this e*ample.t-pe2" ( "ID" INTE)ER )ENERATED B* DE&AULT A PRIMAR* 'E*! "T-pe" 6ARC/AR(78$! "De2"+iption" 6ARC/AR(:. it could happen that the wi. 9 have a little tric+ to offer you. Our first step will be to create an e*tra table to hold the different therapy types. #his way we have data to populate the drop-down list&'. 9 +now that /ist o*es and their drop-down feature are used for displaying names and then storing the corresponding primary +eys while radio buttons =ust pass a string. #o achieve this we are going to use a /ist o*. 8e do not need any other element in this table. ut we can change this behavior. Our first inclination is to use radio buttons but with a big number of options the form becomes crowded 0uite 0uic+ly. #his will be a simple table with a primary +ey and a :archar column we will call 1#ype1. I<se$ Adult individual. which is lin+ed to the >Assignment? table. 1#herapy types1.F7O! N)8 9) #O A6:O"A#) 9N A ON). 2ou are ready to go. adding and changing them. 9nsert a /ist bo*. 2es. Now.$ $% IDENTIT* ( TART <IT/ O$ NOT NULL 2ou can go to the #ables section. under 1Field from the :alue #able1. as source in the first step. 9n the &' #he >6escription? column allows you to record any important information about the different types. Family #herapy and "ouples #herapy5. which is the source field. /etHs thin+ for a moment what is it that we are trying to achieve$ 8e want to insert strings of te*t in a varchar column in a way that is simple and minimi. Also. "hild3Adolescent. 9n the second step chose 1#ype1 to populate the drop down list.

-S./ window I#oolsX S. 9f you chec+ the relationships I#oolsX7elationships5 you will see that our new table does not even appear with the rest of the tables. ut right now the /ist bo* wor+s li+e a super radio button$ it offers mutually e*clusive options and passes the selected string. )ach time the 6irector comes with a new therapy modality. all you need to do is to include it in the >#herapy types? table and it will appear in the 6rop-down list. Second that. the tables are not lin+ed in this sense.5 and type and e*ecute$ C/EC'POINT DE&RA) #his will ta+e care of all the e*tra unneeded information in the file. All this e*tra data means bigger file si. if we can reorgani. although our data appears to us in graciously ordered tables. #his is because we have not included a constraint that establishes a relationship via a foreign +ey li+e the other tables do and. Kust li+e with a hard dis+. -ow is that for easy maintenance! Defragmenting $our Database: At times you could discover that your ase application re0uires a rather big amount of memory although it holds comparatively a small number of records..e our data then we will be able to discard those inde*es and ma+e our files smaller. For 1/ist content1 insert the following code$ ELECT "T-pe"! "T-pe" &ROM "The+ap. bloating the amount of data we need to +eep. reorgani. 9n 1#ype of list contents1 chose S. that the application appropriates an amount of memory in anticipation of the number of records it could need to hold. pic+ 1!odality1.e data and then re-open the database. (@' . lying there until the memory they use is overwritten. Alongside the piece of data we care for. faster and less prone to brea+downs. Note that the procedure is almost identical to the one reviewed at the end of chapter A for manually creating list bo*Hs lin+s./. 8e do this by defragmenting our database file.T-pe2"% and for 1 ound field1 select (. 9f the list is getting too crowded./ is storing several inde*es that relate the data to a particular table and a particular column. #he big difference is in the S. the truth is that itHs stored at different times and not necessarily in order. /astly. which specifies the receiving column./. instead of selecting the column with the names we need and the corresponding primary +ey. 9Hve read several e*planations for this$ First./ code where. we selected the names twice$ #he first call for >#ype? populates the drop down list and the second call provides the content to be passed to the >!odality? column. that when you delete records these are not really e*punged from the database but really =ust disconnected from the inde*es of the database. so. you can even delete from the table the options that are no longer being offered..AS) #<#O79A/ 16ata field1. 6onHt be startled$ #his instruction will first close the database. All you need to do is open the S.es.

F7O! N)8

9) #O A6:O"A#) 9N A ON), #8O... #-7))!

#here is another instruction that behaves similarly$ S-<#6O8N "O!,A"#, but does not re-start your database after reorgani;ing and minimi;ing data. 7ead more about them in "hapter D of the -S./ documentation at www.hs0ldb.org 0ackups: #errible things can happen to a computer$ :iral infections, hard dis+ drive brea+downs, computer crashes that damage dis+ sectors and a long etcetera. !ost of these things donHt even have to do with ase although ase can also crash. Eood thing that OpenOffice.org comes with a good recovery wi;ard that could minimi;e the data lost. -owever, there is always potential for data loss. #he smart thing to do, of course, is to +eep bac+ups. All you need to do is ma+e copies of your ase database files and +eep them in other places of storage li+e secondary hard dis+s, flash memory drives or optical media I"6s 6:6s5. 2ou =ust have to select the ].odb file of interest, copy it and paste it in the secondary media of storage. 8ith this solution you save all at once$ 6ata structure, data, forms, 0ueries and reports. Of course, any bac+up will be good only to the moment it is created. -ow often should you create them depends on how often you modify forms or reports or how often you update or modify data.

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#<#O79A/

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9 really li+e ase wor+ing with -S./. 8hen 9 started writing this tutorial -mostly to learn how to use them- 9 didnHt +now much about databases. #oday 9 can see that you can use them in a wide range of applications, not only +eeping customer data and recording rendition of services -which are already fine areas of application- but also in scientific research, administrative wor+ and even, if you thin+ about it creatively, for writing literary fiction or creating games. 9 remember reading a suggestion on using ase with the S7 for writing very focused cover letters and resumes with the ease of point and clic+. ase can wor+ as a front end for many other database management systems, not only -S./. ut -S./ is nice because it integrates very well with ase. #his means that they will wor+ together with not much discord, ta+ing advantage of the ease with which ase can set up things and the reliability with which -S./ stores and processes data. #he programmers at OpenOffice.org tested many options before deciding on the integration of ase and -S./ into an embedded application. Furthermore, if you chec+ the -S./ web site Iwww.hs0ldb.org5 you will read that their programmers are very proud of its speed, the small amount of memory the program itself re0uires, the reliability with which it handles data and other advanced functionalities. ut if you read the ooforum.org you will find lots of s+epticism about ase wor+ing with the embedded -S./ engine. #hey would definitively not recommend this solution to store critical data and would shy away from the idea of having your business depending on it. #his might come as a disappointing and dis0uieting revelation to you, who has =ust finished a 0uite long =ourney understanding ase and learning how to ta+e advantage of it. 8hy do they say thisG 9n simple words$ 6ata corruption. #he thing is that by having ase wor+ with -S./ in embedded mode, A// of your information is stored in ON) file Ithe ].odb ase file5. 2our forms and reports are stored in this file but also your data structure and your data, all conveniently ;ipped for storage. And it so happens that there is a chance of ase inadvertently transforming some element of this data and thus potentially ma+ing it impossible to read and write the file appropriately. #he change could be trivial but it can have a devastating effect on your ability to access and use your information. 9f this happens to you and you are courageous enough, you could try un;ipping the file and e*ploring the scripts that are read to build your application every time you open it. 9f you spot the corruption and you can fi* it, you might be able to recuperate your data and even the database&(. <nfortunately, this might not always be possible

&( Find info at www.oooforum.org on how to do this. Kust to learn more, you should un;ip and e*plore a spare odb file. efore un;ipping you must change the .odb e*tension to .;ip so it can be recogni;ed as a ;ipped file.

=ar e*tension5 and storing it somewhere in your computer as resident and then have ase connect to it. have been able to devise solutions for the Irather simple. Furthermore. you can find at the ooforum.AS) #<#O79A/ So the fact remains$ #his corruption can occur./ &. 9 did reach my goal. any corruption or crash created by ase will not affect the tables and their stored information.org. the recommendation is to have the data and data structure in a separate file to the rest of your application Iforms. at the time of the writing of this te*t. which should become the continuation of this tutorial to you. All the stability and reliability promised by the database engine becomes yours to en=oy again.applied to my needs. 9t basically consists of downloading an -S. etc. 9f you want to. understanding enough about the sub=ect to help me remain fle*ible with the options offered and using them in the best way possible. 9 hope that this tutorial has provided you with the same help in designing database applications that fit your needs and has given you a foundation from which to continue e*ploring ase. 9 am not an e*pert but do go around e*plaining my friends how a database could help them with their problem and. -S. As 9 said. . #his is not difficult to achieve. you +eep wor+ing with ase the way it has been proposed in this tutorial Iinsert a sigh of relief here5. you can even chose a different database system altogether. but this should be a snap to you.roblem solved. oth these options integrate very well with ase./ file Iwith a . 2ou can wor+ with ase =ust the same -so we havenHt lost our time! #he only difference is in the way you open your application Iby as+ing to connect to it5. #his way. 9 trust that you have read so far because you had similar motivations. you might need to adapt to the naming conventions and slight changes in S.5. cons and features of ase wor+ing with several other relational database management systems. you can =ust open a new ase file and as+ to connect to your tables.* also offers attractive features Iincluding encrypted data5. Also notice that there could be varying degrees of integration. reports. -& has become a very attractive alternative as it offers encrypted tables and other per+s./ synta* that the new system uses. so far. (@B . with -S. #herefore the embedded option is not completely reliable.org an overview of the pros. 9 will not cover how to connect ase with an e*ternal database because the process will be different depending on which one you pic+ and they are all 0uite well documented at the ooforum. 9f you chose another database management system. 9f the corruption in a ase file pushes it beyond recovery./ and -& offering the best level. 9 started writing this tutorial because 9 wanted to learn how to use databases -and ase particularly. 9 admit5 problems 9 have encountered. And what happened with all the techni0ues that we had learned hereG #hey remain valid. After that. For e*ample. 8hat do we do nowG ecause the problem is related to having all your data in one file.