---
title: "Auto Populate Part or Volume records with field(s) from parent record"
canonical: "https://support.soutron.net/space/KNOW/47939592/Auto%20Populate%20Part%20or%20Volume%20records%20with%20field(s)%20from%20parent%20record"
format: markdown
---
Parts are a relational feature that have a special set of characteristics. A Part is automatically related to a Master Record upon creation of the Part Record.

The Part Record is created only from within an existing record and the relationship between the two is set such that the Part is a subsidiary record to the Master to which it is related.  

 

To perform this task the user must have System Administrative permission and it is recommended that a good understanding of Fields, Records and Database Management is present in the person making any changes .

 

A Part Record Type is created the same as any other Record Type except that it is designated to be a PART RECORD by ticking the box "Part" in the General Attributes of the Record Type 

![image]()

 

The setting for the Part Record to inherit data from the Master Record is applied within the Record Template for the Part.

 

The Field that is to inherit data is selected from within the Record Template. To the far right of the list of settings for the field is displayed a Column Heading** "Expression"**. This contains the entries that are to be applied to the Part but to choose the entries EDIT must be performed for the Field that is to inherit data. The Expression element defines where data will come from, that is, the Master Record and a Field in the Master Record. 

 

Edit the Part Record Type Template.  

 

 

![image]()

The Expression displays two pull down lists. The first one to the left displays the Source of thedata to be inherited, The second displays the fields available.  When a choice is made Save the entry for the field and Save and Close the Record Template. 

 

![image]()

 

Now when the Part Record is selected to Create a New Part, the Record Data Entry form will appear with data inherited from the Master Record from which is derives.  

 

**Please Note: **This operation should be applied in a Test System environment before being applied to a Live Production System. This will allow the changes being applied to be tested and verified before it is introduced to end users. 

 

**Soutron Software Engineering Staff Only **

To make changes via a Script 

 

Set the expression on fields in a Record Type.

It will auto copy data from parent to child on Save.  To update existing records, use a script.

 

The following script is to set expressions for Parts

 

[set_expression_field_in_parts.sql](https://archivesupport.soutron.net/AvatarHandler.ashx?radfile=%5cCommon%5cset%5fexpression%5ffield%5fin%5fparts%2esql)

1. Ensure that the Parent Record Expression is assigned to each Record Type
2. Identify the Record Types to run the script against
3. Run the script once for each Record Type

 Do the same thing for Volumes using the script:   [set_expression_field_in_Volumes.sql](https://archivesupport.soutron.net/AvatarHandler.ashx?radfile=%5cCommon%5cset%5fexpression%5ffield%5fin%5fVolumes%2esql)