Adding Multiple Records Based on Conditions (Groups)

Learn how to add multiple records based on conditions.

Groups allow you to define conditions that determine which records in an info area should be included in the package.

Note: If you apply the Do not include all dependencies or Include all dependencies option to a group, the option applies to all records in the group. If Do not include all dependencies is enabled, only references to these records' parent records and mandatory links are included in the package.Do not change this flag once you have performed the initial export, otherwise subsequent upgrades may cause data inconsistencies in the target database.

To add a group:

  1. Click on next to Referenced Items and select Group.
  2. Select the info area you want to include records from.
  3. Enter a Name for the group. If you do not enter a name, the URI is displayed instead in CRM.cockpit.
  4. Define the conditions used to restrict the records that should be included in the package. If you do not define a condition, all records are included. These conditions are applied each time the package is exported (i.e. records that meet the conditions at the time of export are included in the package). The conditions are also re-evaluated if you refresh the package with Check Unit Availability.

    The following options are available:

    • Define by using filter tree: Provides a graphical overview of your conditions and allows you to define conditions using the GUI. To define the filter:

Click on to edit the filter.

Right-click on the white area and select Add a new field from the [info area] info area.

Select the field you want to apply a condition to and define the condition.

The condition is displayed in the tree:

Right-click on the field name and select Add a new field from the [info area] info area to apply a condition to an additional field. Select Add new condition for field [field] to define an additional condition applied to the same field.

By default, conditions are linked using a logical AND. Right-click on an AND or OR operator and select Change to OR/AND to change the operator. Select AND or OR to add a new operator to the tree, and right-click on the new operator to define the conditions linked via the operator.

  1. Click on Check Filter in the header to test the filter. If the filter is defined correctly, a list of records matching the filter criteria is displayed.
  2. Click on Add Selected Items in the header to add the group to your package.
Note: If you apply conditions to records in the Format (FT) info area, only those records are included in the export that are supported by CRM.cockpit, see Item Restrictions .

Sub-groups

Sub-groups allow you include records in child info areas based on the conditions applied to the parent info area (group). You can define additional conditions applied to the child info area that need to be met in addition to the criteria applied to the parent info area.

For example, you can include all questionnaires (F1 records where Type = "Questionnaire") by defining a group. You can then add a sub-group to include all question (F2) records in the questionnaires, and a further sub-group (a child of the question sub-group) to include all answer (F3) records for the questionnaires.

To add a sub-group:

  1. Navigate to an existing group.
  2. Click on Add Subgroup in the header.
  3. Select the info area you want to include records from. Only info areas that are a child of the info area selected in the parent group can be selected.
  4. Enter a name for the sub-group and define any filters applied to the records in the child info area as described above.
  5. Click on Add Selected Items in the header to add the sub-group to your package.