Global Replace

Only authorised users are able to use the Global Replace tool. If a user does not see the Replace option under the Edit menu, they do not have permission to use it.

The Global Replace tool permits authorised users to replace a value in one or more fields in a set of records with a different value. It can be used to:

  • Correct the spelling of a term in all fields in a module, e.g. baner with banner.
  • Change the case of the value in a field, e.g. UPPERCASE with Title case.
  • Standardise formatting, e.g. remove spaces between letters in an acronym, e.g. A.G.M. with AGM.
  • Replace an attached record with another record.
  • Remove a blank row in a multi-value field (e.g. a table).
  • Change the status of a record.

When a substitution has been defined it can be saved and re-run with other records. Note that a substitution can only be saved during the current session and is added to the Replace box:


When you log out of Vitalware, any substitutions defined are removed from the Replace box.

Important!

Note: With the Global Replace tool it is fairly simple to make major changes to your database and care should be taken in its use.

The Replace box works differently to other dialogue boxes: all substitutions defined in the current session and displaying in the Replace box will be run when either Replace or Replace All is clicked. It is not possible to select just one substitution from the list to run. In the above example, even though the Department substitution is highlighted, both substitutions listed will be run.

Tip: Before adding a new substitution you may wish to remove substitutions that are no longer required.

  1. Search for or otherwise list a group of records that need to be changed.
  2. Select Edit>Replace from the Menu bar to display the Replace box.

    The Replace box lists substitutions defined during the current session.

  3. If necessary, define a new substitution
    1. In the Replace box, click New to display the Substitution box:

      Global Replace dialogue box

    2. From the Field drop list select the field that contains the value to be replaced.

      The field type (e.g. Date, Text, Integer) automatically displays in the Type field.

    3. In the Text to find field enter the text to be replaced.

      Note: ^$ is a useful wildcard for locating empty fields. Be sure to select the Regular Expression checkbox (placing a tick in it).

      Depending on the field selected in the Field drop list, the Text to find field will include a drop list and / or Lookup List. Use these to select the value to be replaced, or enter the text into the field:

      Global Replace dialogue box

      Note: If the field is a date field, the format of the date must conform to Vitalware date formats.

    4. In the Replace with field enter the replacement text.
    5. If required, select one or more of the options:

      Case Sensitive - use if the text to find and replace is case sensitive, e.g. use to find records that include the term Brown but not brown.

      Whole words only - use to replace whole words only. If you wanted to replace environment with, say, context you would use this option in order that environmental isn't changed to contextal.

      First occurrence only - use to replace only the first occurrence of the search term in the field, e.g. use to add a description following an acronym but only to the first occurrence of the acronym.

      Remove blank rows - use to remove empty rows in a table (see How to remove rows from a table).

      Regular expression- use to find text using one or more wildcards or regular expressions (see Wildcards in a Global Replace).

    6. Click OK.

      The newly defined substitution is added to the Replace box.

  4. Click Replace to perform the substitution within the currentClosedThe record currently displayed in Details View or highlighted in List View (there is a faint dotted line around it). It is only possible to have one current record at a time. record or selectedClosedA selected record is one that has been chosen either on its own or to as part of a group of records. It is usual to select the records you want to be affected by an operation before performing the operation. Selected records are used in many instances, e.g. when a number of records are to be: discarded, saved in a group, or attached to another record. A selected record displays on screen with a blue background when in List View. records only

    -OR-

    Click Replace All to replace within all records resulting from the search.

A Global Replace can take considerable time to process a large number of records. It is possible to abort a Global Replace while it is under way, but note the following:

Note: Records are saved AS they are modified. Thus all records processed before an abort will have been changed.

The Replace box indicates how many records have been changed at the time of an abort:

Global Replace progress

  1. Search for or otherwise list a group of records that need to be changed.
  2. Select Edit>Replace from the Menu bar to display the Replace box.

    The Replace box lists substitutions defined for the current session.

  3. Select the substitution to edit and then click Properties Properties

    -OR-

    Right-click the substitution and select Properties from the sub menu that displays.

    The fields in the Replace box display the values previously defined for this substitution:

    Global Replace

  4. Edit the substitution as required.
  5. Click OK.

Note: Details about working with the Global Replace tool in a multi-language environment can be found here.

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