Using the Form Command Buttons

Use this button when entering multiple records at one time. Save and New saves the current record to the database and then opens a new form, allowing entry of another record. You can also use the keyboard shortcut, Ctrl + N.

This button deletes the current record from the database. Note that you cannot delete a record if it has any dependent records (shown by clicking the Show Dependencies button) or if the record has not been saved.

Click this button (or use the shortcut key, Ctrl + P) to launch the Report wizard to create a report for this record. See Using Reporting Tools for more information.

Use this button to find and switch to another record within the same service. The Find button opens the Aptify Find dialog box, in which the user enters search criteria to help locate the desired record. To exit the Find dialog box without executing a search, press the Esc key or click the Cancel button. See Using the Find Dialog for more information on how to use this dialog to search for records.

This button closes the current form. Before the form is closed, the system checks to see if changes have been made to the data. If no changes have been made, the form closes automatically. If changes have been made, a message box appears, prompting you to select one of the following options:

• Click Yes to save changes before closing the record.
• Click No to close the record without saving changes.
• Click Cancel to leave the record open

Aptify provides a complete revision tracking system for all records in the database. For more information on Record History see:

• Using the Record History Button
• Opening the Record History
• Restoring Previous Versions of a Record

This button displays a list of the changes made since the last time the record was saved. This button is not available on new records.

This button refreshes the data. If you make a change and the change does not reflect immediately, click the Refresh button to display the latest data.

This button displays a list of other records that are linked to the current record. If there are dependencies shown within this dialog box, you cannot delete the record until you have unlinked it from these other records (by either modifying or deleting these dependent records). This button is not available on new records.

This button loads an existing record template. See Using a Record Template to Create a New Record for more information. This button is not available for existing records.

This button saves the current form as a template. See Creating Record Templates for more information.

This button saves the record as pending allowing the user to modify records prior to a specific date and then applies those changes automatically on the scheduled date. When a pending change exists, it automatically enables the Alerts button prompting the user that there are pending changes on this record. A user can also edit and delete pending changes as necessary. For more information see: Using the Save as Pending Button and the following topics in it.

• Saving Changes as Pending
• Modifying Pending Changes
• Deleting Pending Changes

This button allows the user to copy a previously created record. This helps reduce data input time and increase accuracy. For more information see Cloning an Existing Record.

This button adds the current record to an existing Lists record. See Creating Lists for information on using Lists in Aptify. This button is not available for new records.

Click this button to open the Notes Viewer to add a note to a record or to review existing notes. See Adding Notes to a Record for more information. Note that this button is only available on saved records.

This button becomes active (red) when the record has an alert associated with it (for example, if the record has a pending change, see the description of the Save As Pending button for details). Click this button to view the Alert Detail dialog to provide more information. When all alert events are cleared for the record, the button reverts to its inactive (gray) status.