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Question about form operations
I've got some experience with Access, but it's not extensive, and I really
can't figure out how to make something work the way I need to, or if it's even possible, so I thought I'd ask here. I've set up a form to use to enter data about a department, there's about 8 fields of data that will be filled out that pertain to the department. (Each department will have it's own form.) Now, on that same form, under the other rows of data, I'd like to set a button to push that will let me add a row of data (to kinda create a little table), that will let me enter the employees that are in that department, one row per employee, and the row will have other data on it too, such as employee number, hire date, office number, etc. There isn't a set number of employees, so I could just enter one employee, or I could push the button and insert multiple rows for however many employees I need. The data doesn't HAVE to be entered directly into the little table, as long as it does show up there. For instance, if you push the button and a small subform pops up where I enter the data and then save and exit it, and it takes me back to the main form where the data was entered into the table for me, that'll work too. Is this possible? Do you have any suggestions? |
#2
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Question about form operations
Hi stacie,
the most important thing is the way the tables and relationships have been setup. If they are not set up correctly for what your database needs, keeping track of which employee is in which department will be very difficult. From your description of the problem, it is not clear how you have the tables set up. Would you post back with names, primary key, foreign key and relationships for those tables involved. Jeanette Cunningham MS Access MVP -- Melbourne Victoria Australia "stacie.2410" wrote in message ... I've got some experience with Access, but it's not extensive, and I really can't figure out how to make something work the way I need to, or if it's even possible, so I thought I'd ask here. I've set up a form to use to enter data about a department, there's about 8 fields of data that will be filled out that pertain to the department. (Each department will have it's own form.) Now, on that same form, under the other rows of data, I'd like to set a button to push that will let me add a row of data (to kinda create a little table), that will let me enter the employees that are in that department, one row per employee, and the row will have other data on it too, such as employee number, hire date, office number, etc. There isn't a set number of employees, so I could just enter one employee, or I could push the button and insert multiple rows for however many employees I need. The data doesn't HAVE to be entered directly into the little table, as long as it does show up there. For instance, if you push the button and a small subform pops up where I enter the data and then save and exit it, and it takes me back to the main form where the data was entered into the table for me, that'll work too. Is this possible? Do you have any suggestions? |
#3
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Question about form operations
On Wed, 11 Nov 2009 09:05:02 -0800, stacie.2410
wrote: I've got some experience with Access, but it's not extensive, and I really can't figure out how to make something work the way I need to, or if it's even possible, so I thought I'd ask here. I've set up a form to use to enter data about a department, there's about 8 fields of data that will be filled out that pertain to the department. (Each department will have it's own form.) Well... that's probably NOT a good idea. You would only have a different form if you were collecting different KINDS of information (different numbers and kinds of fields) about each department. Now, on that same form, under the other rows of data, I'd like to set a button to push that will let me add a row of data (to kinda create a little table), that will let me enter the employees that are in that department, one row per employee, and the row will have other data on it too, such as employee number, hire date, office number, etc. There isn't a set number of employees, so I could just enter one employee, or I could push the button and insert multiple rows for however many employees I need. The data doesn't HAVE to be entered directly into the little table, as long as it does show up there. For instance, if you push the button and a small subform pops up where I enter the data and then save and exit it, and it takes me back to the main form where the data was entered into the table for me, that'll work too. Is this possible? Do you have any suggestions? Stop. Step back. Check out some of these resources, particularly the tutorials: Jeff Conrad's resources page: http://www.accessmvp.com/JConrad/acc...resources.html The Access Web resources page: http://www.mvps.org/access/resources/index.html Roger Carlson's tutorials, samples and tips: http://www.rogersaccesslibrary.com/ A free tutorial written by Crystal: http://allenbrowne.com/casu-22.html A video how-to series by Crystal: http://www.YouTube.com/user/LearnAccessByCrystal MVP Allen Browne's tutorials: http://allenbrowne.com/links.html#Tutorials It sounds like you're making the very common mistake of starting your database design with Forms. Forms are *very much secondary* - the Tables are the basis of your application, not the forms. I'm guessing (in the dark, not knowing anything other than what you posted) that you need two tables: a table of Departments with a unique DepartmentID, name of the department, various other information about the department as a whole; related one to many to a table of Employees, with an EmployeeID, DepartmentID (which department is this employee working for), LastName, FirstName, and other biographical data. A Form based on Departments with a subform based on Employees would let you do what you need... without any need for "a different form for each department". -- John W. Vinson [MVP] |
#4
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Question about form operations
My apologies, I accidentally said each department would have it's own form,
that's not what I really meant. Each department will have it's own RECORD. I also must admit that I used "Department" and "Employee" to simplify my question, it might help me explain better though if I use what my actual fields are. What I have is a database that needs to house property names and the individuals who own a percentage of that property. The property names will be unique, the individuals will not be, they will own a percentage of several properties more than likely. My reason for creating a form, is because I need a place where I can enter data easily about a property, then below that information, I need to add all the owners of the property (sometimes there could be 10, sometimes there could be just 1), their percentage they own and other fields specific to their ownership in that one particular property. Basically, I'm trying to convert my data from a spreadsheet to a database, and here's why. I have a spreadsheet that lists all of the properties and all of their owners. When there are multiple owners in a property, the property will be listed for each owner, so there may be 10 rows for one property, each with a different owner. Rather than doing this, I'd rather be able to just open a database, put in a property name, and it would pull up the property information and list all of their owners, their percentage, etc. Likewise, I'd like to be able to enter an owner, and all the properties they own a percentage in would pull up. There will be reports tied to this information because several documents have to be generated based on this data. Do you have a suggestion for me? I can post whatever information you need. "John W. Vinson" wrote: On Wed, 11 Nov 2009 09:05:02 -0800, stacie.2410 wrote: I've got some experience with Access, but it's not extensive, and I really can't figure out how to make something work the way I need to, or if it's even possible, so I thought I'd ask here. I've set up a form to use to enter data about a department, there's about 8 fields of data that will be filled out that pertain to the department. (Each department will have it's own form.) Well... that's probably NOT a good idea. You would only have a different form if you were collecting different KINDS of information (different numbers and kinds of fields) about each department. Now, on that same form, under the other rows of data, I'd like to set a button to push that will let me add a row of data (to kinda create a little table), that will let me enter the employees that are in that department, one row per employee, and the row will have other data on it too, such as employee number, hire date, office number, etc. There isn't a set number of employees, so I could just enter one employee, or I could push the button and insert multiple rows for however many employees I need. The data doesn't HAVE to be entered directly into the little table, as long as it does show up there. For instance, if you push the button and a small subform pops up where I enter the data and then save and exit it, and it takes me back to the main form where the data was entered into the table for me, that'll work too. Is this possible? Do you have any suggestions? Stop. Step back. Check out some of these resources, particularly the tutorials: Jeff Conrad's resources page: http://www.accessmvp.com/JConrad/acc...resources.html The Access Web resources page: http://www.mvps.org/access/resources/index.html Roger Carlson's tutorials, samples and tips: http://www.rogersaccesslibrary.com/ A free tutorial written by Crystal: http://allenbrowne.com/casu-22.html A video how-to series by Crystal: http://www.YouTube.com/user/LearnAccessByCrystal MVP Allen Browne's tutorials: http://allenbrowne.com/links.html#Tutorials It sounds like you're making the very common mistake of starting your database design with Forms. Forms are *very much secondary* - the Tables are the basis of your application, not the forms. I'm guessing (in the dark, not knowing anything other than what you posted) that you need two tables: a table of Departments with a unique DepartmentID, name of the department, various other information about the department as a whole; related one to many to a table of Employees, with an EmployeeID, DepartmentID (which department is this employee working for), LastName, FirstName, and other biographical data. A Form based on Departments with a subform based on Employees would let you do what you need... without any need for "a different form for each department". -- John W. Vinson [MVP] . |
#5
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Question about form operations
On Thu, 12 Nov 2009 14:23:01 -0800, stacie.2410
wrote: My apologies, I accidentally said each department would have it's own form, that's not what I really meant. Each department will have it's own RECORD. I also must admit that I used "Department" and "Employee" to simplify my question, it might help me explain better though if I use what my actual fields are. That can help resolve confusion. What I have is a database that needs to house property names and the individuals who own a percentage of that property. The property names will be unique, the individuals will not be, they will own a percentage of several properties more than likely. So you really have a many to many relationship, right? Each Property may have many Owners, and each Owner may own (parts of) several Properties, right? My reason for creating a form, is because I need a place where I can enter data easily about a property, then below that information, I need to add all the owners of the property (sometimes there could be 10, sometimes there could be just 1), their percentage they own and other fields specific to their ownership in that one particular property. Then you need three tables: a table of Properties; a table of Owners; a table of Ownership. This last table would have fields for the PropertyID, the OwnerID, the percentage owned and these "other fields". You could use a Form based on the Properties table, with a subform based on Ownership. This subform would show all the owners; I'd have only the OwnerID in the Ownership table and use a Combo Box to display the owner's name. You could have code in the combo's Not In List event to pop up a form to enter a new Owner when you encounter an owner not yet in the database. Basically, I'm trying to convert my data from a spreadsheet to a database, and here's why. I have a spreadsheet that lists all of the properties and all of their owners. When there are multiple owners in a property, the property will be listed for each owner, so there may be 10 rows for one property, each with a different owner. Rather than doing this, I'd rather be able to just open a database, put in a property name, and it would pull up the property information and list all of their owners, their percentage, etc. Likewise, I'd like to be able to enter an owner, and all the properties they own a percentage in would pull up. There will be reports tied to this information because several documents have to be generated based on this data. The above will do just this. -- John W. Vinson [MVP] |
#6
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Question about form operations
Stacie,
When you have established which tables/fields you need (as outlined by John) you will probably want to transfer the data from your spreadsheet into the correct tables. If you have quite a lot of data already stored in the spreadsheet you could try using the Excel to Access Converter Utility at : http://www.rogersaccesslibrary.com/f...9d za3z4c9fd6 which should be able to do it for you automatically. HTH Peter Hibbs. On Thu, 12 Nov 2009 14:23:01 -0800, stacie.2410 wrote: My apologies, I accidentally said each department would have it's own form, that's not what I really meant. Each department will have it's own RECORD. I also must admit that I used "Department" and "Employee" to simplify my question, it might help me explain better though if I use what my actual fields are. What I have is a database that needs to house property names and the individuals who own a percentage of that property. The property names will be unique, the individuals will not be, they will own a percentage of several properties more than likely. My reason for creating a form, is because I need a place where I can enter data easily about a property, then below that information, I need to add all the owners of the property (sometimes there could be 10, sometimes there could be just 1), their percentage they own and other fields specific to their ownership in that one particular property. Basically, I'm trying to convert my data from a spreadsheet to a database, and here's why. I have a spreadsheet that lists all of the properties and all of their owners. When there are multiple owners in a property, the property will be listed for each owner, so there may be 10 rows for one property, each with a different owner. Rather than doing this, I'd rather be able to just open a database, put in a property name, and it would pull up the property information and list all of their owners, their percentage, etc. Likewise, I'd like to be able to enter an owner, and all the properties they own a percentage in would pull up. There will be reports tied to this information because several documents have to be generated based on this data. Do you have a suggestion for me? I can post whatever information you need. "John W. Vinson" wrote: On Wed, 11 Nov 2009 09:05:02 -0800, stacie.2410 wrote: I've got some experience with Access, but it's not extensive, and I really can't figure out how to make something work the way I need to, or if it's even possible, so I thought I'd ask here. I've set up a form to use to enter data about a department, there's about 8 fields of data that will be filled out that pertain to the department. (Each department will have it's own form.) Well... that's probably NOT a good idea. You would only have a different form if you were collecting different KINDS of information (different numbers and kinds of fields) about each department. Now, on that same form, under the other rows of data, I'd like to set a button to push that will let me add a row of data (to kinda create a little table), that will let me enter the employees that are in that department, one row per employee, and the row will have other data on it too, such as employee number, hire date, office number, etc. There isn't a set number of employees, so I could just enter one employee, or I could push the button and insert multiple rows for however many employees I need. The data doesn't HAVE to be entered directly into the little table, as long as it does show up there. For instance, if you push the button and a small subform pops up where I enter the data and then save and exit it, and it takes me back to the main form where the data was entered into the table for me, that'll work too. Is this possible? Do you have any suggestions? Stop. Step back. Check out some of these resources, particularly the tutorials: Jeff Conrad's resources page: http://www.accessmvp.com/JConrad/acc...resources.html The Access Web resources page: http://www.mvps.org/access/resources/index.html Roger Carlson's tutorials, samples and tips: http://www.rogersaccesslibrary.com/ A free tutorial written by Crystal: http://allenbrowne.com/casu-22.html A video how-to series by Crystal: http://www.YouTube.com/user/LearnAccessByCrystal MVP Allen Browne's tutorials: http://allenbrowne.com/links.html#Tutorials It sounds like you're making the very common mistake of starting your database design with Forms. Forms are *very much secondary* - the Tables are the basis of your application, not the forms. I'm guessing (in the dark, not knowing anything other than what you posted) that you need two tables: a table of Departments with a unique DepartmentID, name of the department, various other information about the department as a whole; related one to many to a table of Employees, with an EmployeeID, DepartmentID (which department is this employee working for), LastName, FirstName, and other biographical data. A Form based on Departments with a subform based on Employees would let you do what you need... without any need for "a different form for each department". -- John W. Vinson [MVP] . |
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