Dropdown selection for a record

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How can associate a primary record to another related secondary record using a list of primary records each with a drop down list of available secondary records?

We have a series of orders in our system. Each order consists of a number of items. Each order can also have a set of delivery notes to which an item must be assigned.

I would like to display the list of items and next to each item should be a drop down with the relevant delivery notes to assign it to. 

Is this possible?

thank you
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Pete James

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Posted 2 months ago

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QuickBasePros_IDS, Champion

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Sounds like you just need a relationship between your Order Items and the Order Notes; so you can associate specific notes with individual items.

Order Notes < Order Items

This assumes only 1 Order Notes is applicable to an individual Order Item
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Xavier Fan, Champion

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You can use "conditional dropdowns" to make sure the Items select only the Delivery Notes related to that Order.

1)  Orders
2)  Items
3)  Delivery Notes

1)   1 Order has many Items (you already have this)
2)   1 Order has many Delivery Notes
3)   1 Delivery Note has many Items

Setting up the conditional dropdown:
- In the Items table, there would be a field like [Related Delivery Note], which would be the Reference Field i Relationship #3 (1 Delivery Note has many Items).

What you want to do - is to go into the field settings for [Related Delivery Note]:

1) under Reference field options - go to Conditional values
2) check the box for The values in this field depend on a selection in another field
3) A selection in Items: Related Order 
    Shows choices where
   "Items: Related Order" = Delivery Notes: Related Order

This ensures that when you open up the dropdown for Delivery Notes next to each Item - both of them are related to the exact same Order (since Related Order for both of them would be equal).

More info available in the online help on conditional dropdowns:

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Pete James

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thank you for your help. That works but means updating one record at a time. My ideal solution was to have a list (report?) of items and to select the delivery note from a dropdown field inside the list (one per item) so it could be processed quickly and efficiently. Doing it one record at time would be too time consuming. 
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Xavier Fan, Champion

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On your Orders form - you can set the "Items" embedded report to be Editable, so that means you can edit all the Items in that list.

1)  Go into form settings for your Orders Form
2)  Select the Report Link that is showing your Items
3)  Under "Display the related Items directly on the form", check Editable
4)  Save

Now when you edit an Order - you can go to the Items section, and select the Delivery Note dropdown directly next to each Item.

Just need to make sure that  the "Delivery Note" column is in the embedded report for Items that is being used in the Orders form.
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Pete James

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thanks. This looks promising. I will try it out and come back to you.

Appreciate the help
You can use Grid Edit to edit records on a report.