Use Data to populate field in Blocks

Modified on Tue, Apr 14 at 5:47 PM

Using Data in a blocks product allows users to populate fields in the blocks using a drop down menu. The populated fields can be uploaded by the producer using an Excel Data sheet. The first step is to create a table.

Go to Product Set Up -> Options -> Shared Data

Create Table

The first step in creating a drop down to populate the fields is to create a table.

You can edit an existing table or upload a new table: In the select table you should select Create New Table.

Type a Name for the table you are creating.

The Select Message field is the Heading that will be displayed above the drop down you are creating

Upload your excel file by clicking on the select button and browsing your computer for the
file.
Click Save.

You new table will be displayed below.

Map Shared Data

In order for the data to display properly in the fields the data must be mapped. This allows the correct information from the database to display in the correct Block field.

To map data:

1.Click Setup on the product you want to create a table for.

2.From the product menu select Options >Shared Data.

3.Click the Map Shared Data tab on the top left of the page.

4.Using the drop downs under data select the field you want displayed in each block.

5.Click Save.

You will now see the drop down displayed in your product.

Select User Update Option

Use this if you want the User to be able to update the Data. This is useful for Aces Integrations and showing the history of all orders for that template.

The default setting is "User Cannot Update". This means that the user cannot update the shared data after previewing.

"Add/Update based on Matching Selected Fields " - Use this if you want the User to add a record to the database or update an existing record. The records will update if they match the "Display Selected Fields" values.

"Add only based on Matching Selected Fields " - Use this to not update past entries, only add to the database.

"Update only based on Matching Selected Fields " - Using this will not update add any records to the database but only update existing enteries.

NOTE for Aces Job Order History:

If you want to use this method for job order history then make sure that ALL block fields have a matching column in the excel when you upload it. This will allow you to save the data for each of the blocks that are used for collecting data.

Example If your business card has Name, Title, Address, Website and Phone number then your excel should have a column for Preset Name (or Saved Name), Name, Title, Address Website and Phone Number. The Preset Name can be used as the "Display Selected Fields." This can be used for the user to describe the entry he wants to save, for example if there are two Joe Smiths he might want to add a descriptor to that entry of if there are multiple locations for that user he may want to specify the location. There should be a block that is not used for printing but just to be used to save the profile information.

The Block file would look something like this image.

Block for Saved Name

This is how Shared Data would look.

This is how the form would look. Shared Data is the Dropdown.

The field Saved Name is a block that is only used for saving the data as a reference only.