In over my head? Help needed

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  • August 20, 2024 at 6:50 AM #51018

    B Hanson
    Participant

    Hello,

    I am trying to create a simple database; I am not a computer programmer or anything so I have no clue about scripting. I am not ever sure if this is the correct app for me.

    In short, I have two excel files that I’ve imported: one that has 500 company names and the other is a list of 300 contacts (all contacts on this sheet all work for the same consulting company).

    Contacts Spreadsheet:

    Those 300 contacts have columns such as “Client Lead 1,” “Client Lead 2,” “Security Lead 1,” “Security Lead 2,” “Sales Lead 1,” “Sales Lead 2.”  Person 1 (Bill Smith, for example) could be a Client Lead for, say, Bank of America, they could also be a Client lead for Chase, as well as a Security Lead at, say, Edward Jones & Citi. That is why I have to have multiple Client Lead and Sales Lead fields / columns for each contact.

    Company Spreadsheet:

    The 500 companies have columns that list things such as “industry vertical,” a “Client Lead,” “Security Lead” & “Sales Lead.”

    What I am trying to get to is:

    1) A comprehensive view where I can punch in an account name, say “Chase Bank,” see who are all the people that are on listed as either the Client Lead, Sales Lead and Security Lead on Citibank from the Account .xls

    2) On the Chase Bank example above, as Bill Smith is listed as the Client Lead,  I’d like to be able to click on Bill Smith and have it take me to his record on the Contact form, showing me all of the roles and contact details associated with him.

    Is this possible to tie them together? If so, let’s say I find out Bill Smith is no longer the Client Lead at Chase but instead is at Wells Fargo, do I need to update both the Client Form and the Account Form to reflect Bill’s addition to Wells Fargo and removal from Chase Bank?

    Thank you to anyone who can help as I am over my head.

    • This topic was modified 4 months, 2 weeks ago by B Hanson.
    August 20, 2024 at 10:35 PM #51026

    Brendan
    Keymaster

    Hello B,

    Do you have anything that can connect your two forms together? Anything in common between your Contacts form and your Company form?

    If so, then you could use that as a way of joining the two forms together.

    You don’t need programming skills to do this. You just have to think about how your data is connected.

    For example, you might have a Company ID field on your Company form and a Company ID field on your Clients form that match. You could then use these two fields to join your data together so that when you view a client record, you can see which company that client belongs to. Or vice versa, view a company and then see a list of clients.

    If there’s no common field between your two forms, then you could use a Many to Many relationship by adding a Link to Form field to your Company form and link it to your Clients form. But in this situation you would need to manually connect up the records inside Tap Forms.

    See the topic in the online manual called Relationships

    https://www.tapforms.com/help-mac/5.3/en/topic/relationships

    It describes how you can connect things together in Tap Forms.

    You don’t need to be a programmer to use Tap Forms or to setup this kind of relationship between forms.

    Thanks,

    Brendan

    August 21, 2024 at 6:45 AM #51027

    JScottA
    Participant

    <p style=”text-align: center;”>From the Tap Forms 5 Assistant (Unofficial)

    </p>
    To help you achieve your goals in Tap Forms based on the scenario you’ve described, here’s a step-by-step guide on how to set up your database to meet your needs:

    ### 1. **Create Two Forms:**
    – **Company Form**: This form will represent the 500 companies and will include fields such as “Company Name,” “Industry Vertical,” “Client Lead,” “Security Lead,” and “Sales Lead.”
    – **Contact Form**: This form will represent the 300 contacts and will include fields such as “Contact Name,” “Email,” “Phone,” and roles like “Client Lead 1,” “Client Lead 2,” “Security Lead 1,” “Security Lead 2,” etc.

    ### 2. **Import Your Data:**
    – Import your Excel files into Tap Forms, one for the Company Form and one for the Contact Form.
    – When importing, make sure the fields are correctly mapped to the corresponding fields in Tap Forms.

    ### 3. **Set Up Relationships:**
    – To link the two forms, you’ll need to use a **”Link to Form”** field. This will allow you to connect a record in one form (e.g., a company) to one or more records in another form (e.g., contacts).
    – In the **Company Form**, add fields like “Client Lead,” “Security Lead,” and “Sales Lead” as “Link to Form” fields that link to the Contact Form.
    – Configure these fields to be **”Many to Many”** relationships, which will allow multiple contacts to be linked to multiple companies.

    – **Reference:** Check the section on “Relationships” starting on page 91 of your Tap Forms guide [oai_citation:1,1328_16794_en_1538683502.pdf](file-service://file-15C3MsaZPdU2JvfF2hiej31w).

    ### 4. **Set Up Inverse Relationships:**
    – Enable **”Show Inverse Relationship”** in the “Link to Form” fields. This allows you to navigate back from a contact to see all companies they are linked with.
    – This way, when you click on “Bill Smith” in the Company Form, you can be directed to his record in the Contact Form and see all roles and companies associated with him.

    ### 5. **Updating Information:**
    – If Bill Smith is no longer a Client Lead at Chase but is now at Wells Fargo, you can simply update the relationship:
    – Go to the **Company Form** and remove the link from Chase Bank.
    – Add a new link from Wells Fargo to Bill Smith.
    – You do not need to update the Contact Form separately because the relationship fields will automatically reflect these changes.

    ### 6. **Search and View Data:**
    – You can now use the search feature to quickly find “Chase Bank” in the Company Form and view all associated leads.
    – By clicking on a contact’s name within a company record, you will be directed to their detailed contact information, where you can view or edit their roles across all companies.

    ### Summary:
    With this setup, you can easily manage and view the relationships between companies and contacts. Updates to leads can be made in one place without needing to manually sync data across multiple forms, simplifying your workflow significantly.

    August 31, 2024 at 4:52 AM #51087

    B Hanson
    Participant

    Thank you!

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