Creating a database subset definition

The records in a database subset are selected by creating a database subset definition. When you have created the definition, you can use it to export the data you selected as XML, or you can create a database containing the selected records.


To define the records in a database subset:
  1. Log on as a user with permission to add folder objects, and open the database.
  2. Select File > Data > Database Subsets > Database Subset Definitions.
  3. Click New.
  4. Select the records by adding queries and sets to the definition.
    The queries and sets form a part of the definition and deleting any of these sets or queries, as opposed to just removing them from the definition, invalidates the definition and any database subsets created from it.
    Note: If the subset definition is being used to create database subsets in Microsoft Access, you can use parameterized queries and the values required to run these queries are entered when the database subset is created (or synchronized). If you include parameterized queries, then you must enter values for them when creating database subsets (and when synchronizing). Advanced subsets cannot be created using subset definitions that include parameterized queries.
  5. Click Save to save the definition.
To create a database subset from your definition:
  1. Select the type of database storage to use for your subset:


The database subset definition is created.
At any stage, you can:
  • Change the definition by adding new sets and queries or by removing them (during synchronization the database subset will be re-created).
  • Rename and move the sets and queries that are listed in the definition (this updates the definition).
  • Rename the definition.
  • Move the definition to a different folder.
You can also delete the definition if it is:
  • No longer required to create new database subsets.
  • No longer required to update database subsets at the end of synchronization.