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#11
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Table design problem?
On your question "are the sort fields the type of bills for each audit
type.Yes. and each sort fields are on by which source the correspondence came in which would be received. Example below: File Room- Phone Calls-TP/Corres Petitions-AG E-Mail-Walk-ins-TPS-Other Agents-Bankruptcy E-Mail-Tax Appeal-By Fax-ChecksRec'd There is also a sort on each type of Audit Type on what was completed. So each Audit type sort or bill would have both of these sorts. Example below. Pending Bill/- Billing/- Assessment/- Certified Assmt Thanks again for all your help. I have been trying to get this together for months now and my designs are not cutting it. "Ken Snell [MVP]" wrote: My error -- I was designing this form in my head, and overlooked some things. Yes, you'll want to use a subform instead of the Detail section for entering the CorrID and WorkQuantity values. This subform's RecordSource will be the EmpCorrWork table. The subform also should have textboxes bound to the EmpID and WorkDate fields, but set the Visibility property of these textboxes to No. Keep the combo box for EmpID selection and the textbox for WorkDate entry in the main form's ReportHeader section. The main form should have no RecordSource at all. The linking fields from main form to the subform will be these (use real names): LinkChildFields: EmpID,WorkDate LinkMasterFields: EmpIDComboBox, WorkDateTextBox This should fix the data entry problem you were having. I am not understanding how CorrID (which you're using as the type of audit) is related to the various sort fields. Are the sort fields the "type of bills" for each audit type? I need you to fully spell out the entities involved in your data model. It appears that you may need an additional field in the EmpCorrWork table, or that you may need another table. I just cannot tell yet without a better picture of your data model. -- Ken Snell MS ACCESS MVP "Melissa" wrote in message ... I related the EmpID and CorrID to the parent tables. I then made a combo box on the form for both of these fields. The Correspondence Name consists of all 50 different types of correspondence(audit types) received which will be chosen from a drop down list. Now grant it, no one employee will do 50 different audit types in a day (or work the correp from all 50) but, they will at the very minimun do 3 different types. And each of those types usually comes in through different avenues. A audit type would be for example; ST NR (sales tax no remit) or Corporate DQ (delinquency) etc. Each tax type can have different types of bills. That is why there is so many. In the third table EmpCorrWork I did not include the EmpName or CorrName since the EmpID and CorrId is already linked to these tables. In my form I placed the EmpName and Date in the FormHeader and the detail section I put the different sorts of how they would receive the files. Phone, FileRm etc. The form would not allow me to tab down to any of my fields within the detail section after I enter the date. Should I use a subform for the detail section? Hope I answered your question and thanks again for all your help. "Ken Snell [MVP]" wrote: I need to better understand the relationship of the "sort" fields to the CorrID entity (which I am using as the identity of a type of correspondence from your earlier list). What are these fields, how are they used, what type of data entry is needed for them, etc.? -- Ken Snell MS ACCESS MVP "Melissa" wrote in message ... Thanks for your help Ken. I have completed doing the suggestions you have offered. But have a couple questions on the tblEmpCorrWork. On the third table you suggested only to put the 4 fields into the table, then to build the form based on a qry of those fields. In this table, there would be more than 4 fields because each audit type can have up to 9 different sort fields. Would these fields go into a different table? I put these fields into the table 3 with the EmpID and CorrID being the foreign keys back to the parent. What is happening is it is associating each agent with a particular audit code when each agent may work many different types of audits. Thanks again for your help snipped |
#12
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Table design problem?
OK so we'll need one additional table to hold the "manner in which the audit
type was received/came in". Let's call this tblHowReceived. This table should have these two fields at least: HowReceivedID (primary key) HowReceivedName You then would add one more field to EmpCorrWork table -- it would be the HowReceivedID field, which would be a foreign key back to tblHowReceived table. On your subform, you'd then put another combo box to let the user select the HowReceived item and store it in the table. Now, depending upon your database desires, you may want another junction table to relate the HowReceived record to a specific audit type (CorrID). Do you want to limit the choices of HowReceived based on which CorrID is selected? If yes, then you'd need cascading combo boxes for the CorrID and HowReceivedID selections. But let's hold off on this for the moment unless you really want to do it -- there are a few "tricks" to do this on a continuous forms view -- not difficult, but it would mean that the HowReceived combo box would have a different RowSource query for each record, and a previous record on the subform may have a value for HowReceived that isn't in the combo box's Row Source at the moment. -- Ken Snell MS ACCESS MVP "Melissa" wrote in message ... On your question "are the sort fields the type of bills for each audit type.Yes. and each sort fields are on by which source the correspondence came in which would be received. Example below: File Room- Phone Calls-TP/Corres Petitions-AG E-Mail-Walk-ins-TPS-Other Agents-Bankruptcy E-Mail-Tax Appeal-By Fax-ChecksRec'd There is also a sort on each type of Audit Type on what was completed. So each Audit type sort or bill would have both of these sorts. Example below. Pending Bill/- Billing/- Assessment/- Certified Assmt Thanks again for all your help. I have been trying to get this together for months now and my designs are not cutting it. "Ken Snell [MVP]" wrote: My error -- I was designing this form in my head, and overlooked some things. Yes, you'll want to use a subform instead of the Detail section for entering the CorrID and WorkQuantity values. This subform's RecordSource will be the EmpCorrWork table. The subform also should have textboxes bound to the EmpID and WorkDate fields, but set the Visibility property of these textboxes to No. Keep the combo box for EmpID selection and the textbox for WorkDate entry in the main form's ReportHeader section. The main form should have no RecordSource at all. The linking fields from main form to the subform will be these (use real names): LinkChildFields: EmpID,WorkDate LinkMasterFields: EmpIDComboBox, WorkDateTextBox This should fix the data entry problem you were having. I am not understanding how CorrID (which you're using as the type of audit) is related to the various sort fields. Are the sort fields the "type of bills" for each audit type? I need you to fully spell out the entities involved in your data model. It appears that you may need an additional field in the EmpCorrWork table, or that you may need another table. I just cannot tell yet without a better picture of your data model. -- Ken Snell MS ACCESS MVP "Melissa" wrote in message ... I related the EmpID and CorrID to the parent tables. I then made a combo box on the form for both of these fields. The Correspondence Name consists of all 50 different types of correspondence(audit types) received which will be chosen from a drop down list. Now grant it, no one employee will do 50 different audit types in a day (or work the correp from all 50) but, they will at the very minimun do 3 different types. And each of those types usually comes in through different avenues. A audit type would be for example; ST NR (sales tax no remit) or Corporate DQ (delinquency) etc. Each tax type can have different types of bills. That is why there is so many. In the third table EmpCorrWork I did not include the EmpName or CorrName since the EmpID and CorrId is already linked to these tables. In my form I placed the EmpName and Date in the FormHeader and the detail section I put the different sorts of how they would receive the files. Phone, FileRm etc. The form would not allow me to tab down to any of my fields within the detail section after I enter the date. Should I use a subform for the detail section? Hope I answered your question and thanks again for all your help. "Ken Snell [MVP]" wrote: I need to better understand the relationship of the "sort" fields to the CorrID entity (which I am using as the identity of a type of correspondence from your earlier list). What are these fields, how are they used, what type of data entry is needed for them, etc.? -- Ken Snell MS ACCESS MVP "Melissa" wrote in message ... Thanks for your help Ken. I have completed doing the suggestions you have offered. But have a couple questions on the tblEmpCorrWork. On the third table you suggested only to put the 4 fields into the table, then to build the form based on a qry of those fields. In this table, there would be more than 4 fields because each audit type can have up to 9 different sort fields. Would these fields go into a different table? I put these fields into the table 3 with the EmpID and CorrID being the foreign keys back to the parent. What is happening is it is associating each agent with a particular audit code when each agent may work many different types of audits. Thanks again for your help snipped |
#13
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Table design problem?
On this response: The linking fields from main form to the subform will be
these (use real names): LinkChildFields: EmpID,WorkDate LinkMasterFields: EmpIDComboBox, WorkDateTextBox I am having a problem linking these fields within the form. I then went to the table to link the child field to master and was having trouble with this as well. Also, on the 10/25 suggestion on the How Received combo box, there could be more than one how received in a day per audit type. Just a question, do you think that this database that I am trying to build is to technical for a intermediate user such as myself. I used to be pretty good at building these but have lost my abililty to get the tables sorted. I feel if I could get my tables and relationships in order, I could go from there. Thanks again. "Ken Snell [MVP]" wrote: OK so we'll need one additional table to hold the "manner in which the audit type was received/came in". Let's call this tblHowReceived. This table should have these two fields at least: HowReceivedID (primary key) HowReceivedName You then would add one more field to EmpCorrWork table -- it would be the HowReceivedID field, which would be a foreign key back to tblHowReceived table. On your subform, you'd then put another combo box to let the user select the HowReceived item and store it in the table. Now, depending upon your database desires, you may want another junction table to relate the HowReceived record to a specific audit type (CorrID). Do you want to limit the choices of HowReceived based on which CorrID is selected? If yes, then you'd need cascading combo boxes for the CorrID and HowReceivedID selections. But let's hold off on this for the moment unless you really want to do it -- there are a few "tricks" to do this on a continuous forms view -- not difficult, but it would mean that the HowReceived combo box would have a different RowSource query for each record, and a previous record on the subform may have a value for HowReceived that isn't in the combo box's Row Source at the moment. -- Ken Snell MS ACCESS MVP "Melissa" wrote in message ... On your question "are the sort fields the type of bills for each audit type.Yes. and each sort fields are on by which source the correspondence came in which would be received. Example below: File Room- Phone Calls-TP/Corres Petitions-AG E-Mail-Walk-ins-TPS-Other Agents-Bankruptcy E-Mail-Tax Appeal-By Fax-ChecksRec'd There is also a sort on each type of Audit Type on what was completed. So each Audit type sort or bill would have both of these sorts. Example below. Pending Bill/- Billing/- Assessment/- Certified Assmt Thanks again for all your help. I have been trying to get this together for months now and my designs are not cutting it. "Ken Snell [MVP]" wrote: My error -- I was designing this form in my head, and overlooked some things. Yes, you'll want to use a subform instead of the Detail section for entering the CorrID and WorkQuantity values. This subform's RecordSource will be the EmpCorrWork table. The subform also should have textboxes bound to the EmpID and WorkDate fields, but set the Visibility property of these textboxes to No. Keep the combo box for EmpID selection and the textbox for WorkDate entry in the main form's ReportHeader section. The main form should have no RecordSource at all. The linking fields from main form to the subform will be these (use real names): LinkChildFields: EmpID,WorkDate LinkMasterFields: EmpIDComboBox, WorkDateTextBox This should fix the data entry problem you were having. I am not understanding how CorrID (which you're using as the type of audit) is related to the various sort fields. Are the sort fields the "type of bills" for each audit type? I need you to fully spell out the entities involved in your data model. It appears that you may need an additional field in the EmpCorrWork table, or that you may need another table. I just cannot tell yet without a better picture of your data model. -- Ken Snell MS ACCESS MVP "Melissa" wrote in message ... I related the EmpID and CorrID to the parent tables. I then made a combo box on the form for both of these fields. The Correspondence Name consists of all 50 different types of correspondence(audit types) received which will be chosen from a drop down list. Now grant it, no one employee will do 50 different audit types in a day (or work the correp from all 50) but, they will at the very minimun do 3 different types. And each of those types usually comes in through different avenues. A audit type would be for example; ST NR (sales tax no remit) or Corporate DQ (delinquency) etc. Each tax type can have different types of bills. That is why there is so many. In the third table EmpCorrWork I did not include the EmpName or CorrName since the EmpID and CorrId is already linked to these tables. In my form I placed the EmpName and Date in the FormHeader and the detail section I put the different sorts of how they would receive the files. Phone, FileRm etc. The form would not allow me to tab down to any of my fields within the detail section after I enter the date. Should I use a subform for the detail section? Hope I answered your question and thanks again for all your help. "Ken Snell [MVP]" wrote: I need to better understand the relationship of the "sort" fields to the CorrID entity (which I am using as the identity of a type of correspondence from your earlier list). What are these fields, how are they used, what type of data entry is needed for them, etc.? -- Ken Snell MS ACCESS MVP "Melissa" wrote in message ... Thanks for your help Ken. I have completed doing the suggestions you have offered. But have a couple questions on the tblEmpCorrWork. On the third table you suggested only to put the 4 fields into the table, then to build the form based on a qry of those fields. In this table, there would be more than 4 fields because each audit type can have up to 9 different sort fields. Would these fields go into a different table? I put these fields into the table 3 with the EmpID and CorrID being the foreign keys back to the parent. What is happening is it is associating each agent with a particular audit code when each agent may work many different types of audits. Thanks again for your help snipped |
#14
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Table design problem?
You don't need to link the fields in the tables, although aving Referential
Integrity for links between the primary key fields in the parent tables and the corresponding foreign key fields in the children tables is usually a good thing to do. The "link" that I'm talking of are the properties mentioned for the subform control (the control that actually holds the subform object). If you look at the Properties (Data tab) for the subform control, you'll see those properties listed there. If HowReceived can be different for the same EmpID / CorrID / WorkDate combination, then you'll need to add HowReceived to the composite primary key in EmpCorrWork table -- making the primary key a composite of four fields. That will let you enter the different HowReceived choices for a single CorrID value. What you're proposing is a low-medium complexity for ACCESS -- doesn't sound like it's that far above the skill level that you had before. Just keep taking it one step at a time, and it'll "click into place" for you. This structure that we're discussing is just a level up from relating two tables -- you're still relating one table to another, but that child (junction) table just has more than one table related to it, that's all. -- Ken Snell MS ACCESS MVP "Melissa" wrote in message ... On this response: The linking fields from main form to the subform will be these (use real names): LinkChildFields: EmpID,WorkDate LinkMasterFields: EmpIDComboBox, WorkDateTextBox I am having a problem linking these fields within the form. I then went to the table to link the child field to master and was having trouble with this as well. Also, on the 10/25 suggestion on the How Received combo box, there could be more than one how received in a day per audit type. Just a question, do you think that this database that I am trying to build is to technical for a intermediate user such as myself. I used to be pretty good at building these but have lost my abililty to get the tables sorted. I feel if I could get my tables and relationships in order, I could go from there. Thanks again. "Ken Snell [MVP]" wrote: OK so we'll need one additional table to hold the "manner in which the audit type was received/came in". Let's call this tblHowReceived. This table should have these two fields at least: HowReceivedID (primary key) HowReceivedName You then would add one more field to EmpCorrWork table -- it would be the HowReceivedID field, which would be a foreign key back to tblHowReceived table. On your subform, you'd then put another combo box to let the user select the HowReceived item and store it in the table. Now, depending upon your database desires, you may want another junction table to relate the HowReceived record to a specific audit type (CorrID). Do you want to limit the choices of HowReceived based on which CorrID is selected? If yes, then you'd need cascading combo boxes for the CorrID and HowReceivedID selections. But let's hold off on this for the moment unless you really want to do it -- there are a few "tricks" to do this on a continuous forms view -- not difficult, but it would mean that the HowReceived combo box would have a different RowSource query for each record, and a previous record on the subform may have a value for HowReceived that isn't in the combo box's Row Source at the moment. -- Ken Snell MS ACCESS MVP "Melissa" wrote in message ... On your question "are the sort fields the type of bills for each audit type.Yes. and each sort fields are on by which source the correspondence came in which would be received. Example below: File Room- Phone Calls-TP/Corres Petitions-AG E-Mail-Walk-ins-TPS-Other Agents-Bankruptcy E-Mail-Tax Appeal-By Fax-ChecksRec'd There is also a sort on each type of Audit Type on what was completed. So each Audit type sort or bill would have both of these sorts. Example below. Pending Bill/- Billing/- Assessment/- Certified Assmt Thanks again for all your help. I have been trying to get this together for months now and my designs are not cutting it. "Ken Snell [MVP]" wrote: My error -- I was designing this form in my head, and overlooked some things. Yes, you'll want to use a subform instead of the Detail section for entering the CorrID and WorkQuantity values. This subform's RecordSource will be the EmpCorrWork table. The subform also should have textboxes bound to the EmpID and WorkDate fields, but set the Visibility property of these textboxes to No. Keep the combo box for EmpID selection and the textbox for WorkDate entry in the main form's ReportHeader section. The main form should have no RecordSource at all. The linking fields from main form to the subform will be these (use real names): LinkChildFields: EmpID,WorkDate LinkMasterFields: EmpIDComboBox, WorkDateTextBox This should fix the data entry problem you were having. I am not understanding how CorrID (which you're using as the type of audit) is related to the various sort fields. Are the sort fields the "type of bills" for each audit type? I need you to fully spell out the entities involved in your data model. It appears that you may need an additional field in the EmpCorrWork table, or that you may need another table. I just cannot tell yet without a better picture of your data model. -- Ken Snell MS ACCESS MVP "Melissa" wrote in message ... I related the EmpID and CorrID to the parent tables. I then made a combo box on the form for both of these fields. The Correspondence Name consists of all 50 different types of correspondence(audit types) received which will be chosen from a drop down list. Now grant it, no one employee will do 50 different audit types in a day (or work the correp from all 50) but, they will at the very minimun do 3 different types. And each of those types usually comes in through different avenues. A audit type would be for example; ST NR (sales tax no remit) or Corporate DQ (delinquency) etc. Each tax type can have different types of bills. That is why there is so many. In the third table EmpCorrWork I did not include the EmpName or CorrName since the EmpID and CorrId is already linked to these tables. In my form I placed the EmpName and Date in the FormHeader and the detail section I put the different sorts of how they would receive the files. Phone, FileRm etc. The form would not allow me to tab down to any of my fields within the detail section after I enter the date. Should I use a subform for the detail section? Hope I answered your question and thanks again for all your help. "Ken Snell [MVP]" wrote: I need to better understand the relationship of the "sort" fields to the CorrID entity (which I am using as the identity of a type of correspondence from your earlier list). What are these fields, how are they used, what type of data entry is needed for them, etc.? -- Ken Snell MS ACCESS MVP "Melissa" wrote in message ... Thanks for your help Ken. I have completed doing the suggestions you have offered. But have a couple questions on the tblEmpCorrWork. On the third table you suggested only to put the 4 fields into the table, then to build the form based on a qry of those fields. In this table, there would be more than 4 fields because each audit type can have up to 9 different sort fields. Would these fields go into a different table? I put these fields into the table 3 with the EmpID and CorrID being the foreign keys back to the parent. What is happening is it is associating each agent with a particular audit code when each agent may work many different types of audits. Thanks again for your help snipped |
#15
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Table design problem?
Hi Ken,
This is the table design I came up with. I was having to many problems with the other ones. I have 3 tbls. Corresp Recd/Assigned tbl EmpID(autonumerPrimaryK) (many side of the relationship) AuditTypeID InventoryPending PendingBill etc.. (which consists of the 16 fields in which corresp can come in) Emptbl EmpID (one side of the relationship) EmployeeName Supervisor DateCompleted Hrsworkingcorresp HrsPhoneDuty HrsAbsent etc....((which consists of the 14 fields in to track personal stuff, such as training, attending classes etc.) AuditTypetbl AuditTypeID (one to many to corresp Recd tbl) AuditType (This tbl holds all the audit types) this is used for the drop down list in the CorrespRecd/Assign. Now I have created a main form from the employee tbl. Then I inserted a subform at the bottom from the corresp/recd table. My linked fields are the EmpID field. Ok, now I am having a small problem. Both Main and sub are set to DatyEntry. When I enter my information in the Main form which is fine, it allows me to tab down to my subform and enter my corresp type and how many I completed which is fine. When I tab out of the last field. My focus goes back to the Subform on my first field, when I want the focus to move to another record on the Mainform. How can I make this happen? Basically, I want the Main and the Sub to act like one Data Entry form. Thanks again for all your help. "Ken Snell [MVP]" wrote: You don't need to link the fields in the tables, although aving Referential Integrity for links between the primary key fields in the parent tables and the corresponding foreign key fields in the children tables is usually a good thing to do. The "link" that I'm talking of are the properties mentioned for the subform control (the control that actually holds the subform object). If you look at the Properties (Data tab) for the subform control, you'll see those properties listed there. If HowReceived can be different for the same EmpID / CorrID / WorkDate combination, then you'll need to add HowReceived to the composite primary key in EmpCorrWork table -- making the primary key a composite of four fields. That will let you enter the different HowReceived choices for a single CorrID value. What you're proposing is a low-medium complexity for ACCESS -- doesn't sound like it's that far above the skill level that you had before. Just keep taking it one step at a time, and it'll "click into place" for you. This structure that we're discussing is just a level up from relating two tables -- you're still relating one table to another, but that child (junction) table just has more than one table related to it, that's all. -- Ken Snell MS ACCESS MVP "Melissa" wrote in message ... On this response: The linking fields from main form to the subform will be these (use real names): LinkChildFields: EmpID,WorkDate LinkMasterFields: EmpIDComboBox, WorkDateTextBox I am having a problem linking these fields within the form. I then went to the table to link the child field to master and was having trouble with this as well. Also, on the 10/25 suggestion on the How Received combo box, there could be more than one how received in a day per audit type. Just a question, do you think that this database that I am trying to build is to technical for a intermediate user such as myself. I used to be pretty good at building these but have lost my abililty to get the tables sorted. I feel if I could get my tables and relationships in order, I could go from there. Thanks again. "Ken Snell [MVP]" wrote: OK so we'll need one additional table to hold the "manner in which the audit type was received/came in". Let's call this tblHowReceived. This table should have these two fields at least: HowReceivedID (primary key) HowReceivedName You then would add one more field to EmpCorrWork table -- it would be the HowReceivedID field, which would be a foreign key back to tblHowReceived table. On your subform, you'd then put another combo box to let the user select the HowReceived item and store it in the table. Now, depending upon your database desires, you may want another junction table to relate the HowReceived record to a specific audit type (CorrID). Do you want to limit the choices of HowReceived based on which CorrID is selected? If yes, then you'd need cascading combo boxes for the CorrID and HowReceivedID selections. But let's hold off on this for the moment unless you really want to do it -- there are a few "tricks" to do this on a continuous forms view -- not difficult, but it would mean that the HowReceived combo box would have a different RowSource query for each record, and a previous record on the subform may have a value for HowReceived that isn't in the combo box's Row Source at the moment. -- Ken Snell MS ACCESS MVP "Melissa" wrote in message ... On your question "are the sort fields the type of bills for each audit type.Yes. and each sort fields are on by which source the correspondence came in which would be received. Example below: File Room- Phone Calls-TP/Corres Petitions-AG E-Mail-Walk-ins-TPS-Other Agents-Bankruptcy E-Mail-Tax Appeal-By Fax-ChecksRec'd There is also a sort on each type of Audit Type on what was completed. So each Audit type sort or bill would have both of these sorts. Example below. Pending Bill/- Billing/- Assessment/- Certified Assmt Thanks again for all your help. I have been trying to get this together for months now and my designs are not cutting it. "Ken Snell [MVP]" wrote: My error -- I was designing this form in my head, and overlooked some things. Yes, you'll want to use a subform instead of the Detail section for entering the CorrID and WorkQuantity values. This subform's RecordSource will be the EmpCorrWork table. The subform also should have textboxes bound to the EmpID and WorkDate fields, but set the Visibility property of these textboxes to No. Keep the combo box for EmpID selection and the textbox for WorkDate entry in the main form's ReportHeader section. The main form should have no RecordSource at all. The linking fields from main form to the subform will be these (use real names): LinkChildFields: EmpID,WorkDate LinkMasterFields: EmpIDComboBox, WorkDateTextBox This should fix the data entry problem you were having. I am not understanding how CorrID (which you're using as the type of audit) is related to the various sort fields. Are the sort fields the "type of bills" for each audit type? I need you to fully spell out the entities involved in your data model. It appears that you may need an additional field in the EmpCorrWork table, or that you may need another table. I just cannot tell yet without a better picture of your data model. -- Ken Snell MS ACCESS MVP "Melissa" wrote in message ... I related the EmpID and CorrID to the parent tables. I then made a combo box on the form for both of these fields. The Correspondence Name consists of all 50 different types of correspondence(audit types) received which will be chosen from a drop down list. Now grant it, no one employee will do 50 different audit types in a day (or work the correp from all 50) but, they will at the very minimun do 3 different types. And each of those types usually comes in through different avenues. A audit type would be for example; ST NR (sales tax no remit) or Corporate DQ (delinquency) etc. Each tax type can have different types of bills. That is why there is so many. In the third table EmpCorrWork I did not include the EmpName or CorrName since the EmpID and CorrId is already linked to these tables. In my form I placed the EmpName and Date in the FormHeader and the detail section I put the different sorts of how they would receive the files. Phone, FileRm etc. The form would not allow me to tab down to any of my fields within the detail section after I enter the date. Should I use a subform for the detail section? Hope I answered your question and thanks again for all your help. "Ken Snell [MVP]" wrote: I need to better understand the relationship of the "sort" fields to the CorrID entity (which I am using as the identity of a type of correspondence from your earlier list). What are these fields, how are they used, what type of data entry is needed for them, etc.? -- Ken Snell MS ACCESS MVP "Melissa" wrote in message ... Thanks for your help Ken. I have completed doing the suggestions you have offered. But have a couple questions on the tblEmpCorrWork. On the third table you suggested only to put the 4 fields into the table, then to build the form based on a qry of those fields. In this table, there would be more than 4 fields because each audit type can have up to 9 different sort fields. Would these fields go into a different table? I put these fields into the table 3 with the EmpID and CorrID being the foreign keys back to the parent. What is happening is it is associating each agent with a particular audit code when each agent may work many different types of audits. Thanks again for your help snipped |
#16
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Table design problem?
Don't use / and other non-letter and non-number characters in table names.
If you forget to use [ ] characters to delimit the names all the time, you may get results that you didn't expect. What you want for the main form and subform together can be done only via macro or VBA programming, and is doable that way. However, I caution you about designing your form this way, because it will prevent you (or the user) from being able to edit data or do things slightly differently. You can use Ctrl+Tab to move the cursor from the subform to the main form. From there, the user can then go to a new record for the main form. If you really want to do it progammatically, you may want to do it via a command button that moves the focus to the main form and then moves the main form to a new record. To do it via tabbing, the trick is that the subform won't "know" when the last record has been entered (unless you're only entering a single record via the subform). If you can give me more details about the subform's setup/contents, I might be able to suggest a way to have the subform do the "move focus to main form etc." just by tabbing out of the last control in the last record. -- Ken Snell MS ACCESS MVP "Melissa" wrote in message ... Hi Ken, This is the table design I came up with. I was having to many problems with the other ones. I have 3 tbls. Corresp Recd/Assigned tbl EmpID(autonumerPrimaryK) (many side of the relationship) AuditTypeID InventoryPending PendingBill etc.. (which consists of the 16 fields in which corresp can come in) Emptbl EmpID (one side of the relationship) EmployeeName Supervisor DateCompleted Hrsworkingcorresp HrsPhoneDuty HrsAbsent etc....((which consists of the 14 fields in to track personal stuff, such as training, attending classes etc.) AuditTypetbl AuditTypeID (one to many to corresp Recd tbl) AuditType (This tbl holds all the audit types) this is used for the drop down list in the CorrespRecd/Assign. Now I have created a main form from the employee tbl. Then I inserted a subform at the bottom from the corresp/recd table. My linked fields are the EmpID field. Ok, now I am having a small problem. Both Main and sub are set to DatyEntry. When I enter my information in the Main form which is fine, it allows me to tab down to my subform and enter my corresp type and how many I completed which is fine. When I tab out of the last field. My focus goes back to the Subform on my first field, when I want the focus to move to another record on the Mainform. How can I make this happen? Basically, I want the Main and the Sub to act like one Data Entry form. Thanks again for all your help. "Ken Snell [MVP]" wrote: You don't need to link the fields in the tables, although aving Referential Integrity for links between the primary key fields in the parent tables and the corresponding foreign key fields in the children tables is usually a good thing to do. The "link" that I'm talking of are the properties mentioned for the subform control (the control that actually holds the subform object). If you look at the Properties (Data tab) for the subform control, you'll see those properties listed there. If HowReceived can be different for the same EmpID / CorrID / WorkDate combination, then you'll need to add HowReceived to the composite primary key in EmpCorrWork table -- making the primary key a composite of four fields. That will let you enter the different HowReceived choices for a single CorrID value. What you're proposing is a low-medium complexity for ACCESS -- doesn't sound like it's that far above the skill level that you had before. Just keep taking it one step at a time, and it'll "click into place" for you. This structure that we're discussing is just a level up from relating two tables -- you're still relating one table to another, but that child (junction) table just has more than one table related to it, that's all. -- Ken Snell MS ACCESS MVP "Melissa" wrote in message ... On this response: The linking fields from main form to the subform will be these (use real names): LinkChildFields: EmpID,WorkDate LinkMasterFields: EmpIDComboBox, WorkDateTextBox I am having a problem linking these fields within the form. I then went to the table to link the child field to master and was having trouble with this as well. Also, on the 10/25 suggestion on the How Received combo box, there could be more than one how received in a day per audit type. Just a question, do you think that this database that I am trying to build is to technical for a intermediate user such as myself. I used to be pretty good at building these but have lost my abililty to get the tables sorted. I feel if I could get my tables and relationships in order, I could go from there. Thanks again. "Ken Snell [MVP]" wrote: OK so we'll need one additional table to hold the "manner in which the audit type was received/came in". Let's call this tblHowReceived. This table should have these two fields at least: HowReceivedID (primary key) HowReceivedName You then would add one more field to EmpCorrWork table -- it would be the HowReceivedID field, which would be a foreign key back to tblHowReceived table. On your subform, you'd then put another combo box to let the user select the HowReceived item and store it in the table. Now, depending upon your database desires, you may want another junction table to relate the HowReceived record to a specific audit type (CorrID). Do you want to limit the choices of HowReceived based on which CorrID is selected? If yes, then you'd need cascading combo boxes for the CorrID and HowReceivedID selections. But let's hold off on this for the moment unless you really want to do it -- there are a few "tricks" to do this on a continuous forms view -- not difficult, but it would mean that the HowReceived combo box would have a different RowSource query for each record, and a previous record on the subform may have a value for HowReceived that isn't in the combo box's Row Source at the moment. -- Ken Snell MS ACCESS MVP "Melissa" wrote in message ... On your question "are the sort fields the type of bills for each audit type.Yes. and each sort fields are on by which source the correspondence came in which would be received. Example below: File Room- Phone Calls-TP/Corres Petitions-AG E-Mail-Walk-ins-TPS-Other Agents-Bankruptcy E-Mail-Tax Appeal-By Fax-ChecksRec'd There is also a sort on each type of Audit Type on what was completed. So each Audit type sort or bill would have both of these sorts. Example below. Pending Bill/- Billing/- Assessment/- Certified Assmt Thanks again for all your help. I have been trying to get this together for months now and my designs are not cutting it. "Ken Snell [MVP]" wrote: My error -- I was designing this form in my head, and overlooked some things. Yes, you'll want to use a subform instead of the Detail section for entering the CorrID and WorkQuantity values. This subform's RecordSource will be the EmpCorrWork table. The subform also should have textboxes bound to the EmpID and WorkDate fields, but set the Visibility property of these textboxes to No. Keep the combo box for EmpID selection and the textbox for WorkDate entry in the main form's ReportHeader section. The main form should have no RecordSource at all. The linking fields from main form to the subform will be these (use real names): LinkChildFields: EmpID,WorkDate LinkMasterFields: EmpIDComboBox, WorkDateTextBox This should fix the data entry problem you were having. I am not understanding how CorrID (which you're using as the type of audit) is related to the various sort fields. Are the sort fields the "type of bills" for each audit type? I need you to fully spell out the entities involved in your data model. It appears that you may need an additional field in the EmpCorrWork table, or that you may need another table. I just cannot tell yet without a better picture of your data model. -- Ken Snell MS ACCESS MVP "Melissa" wrote in message ... I related the EmpID and CorrID to the parent tables. I then made a combo box on the form for both of these fields. The Correspondence Name consists of all 50 different types of correspondence(audit types) received which will be chosen from a drop down list. Now grant it, no one employee will do 50 different audit types in a day (or work the correp from all 50) but, they will at the very minimun do 3 different types. And each of those types usually comes in through different avenues. A audit type would be for example; ST NR (sales tax no remit) or Corporate DQ (delinquency) etc. Each tax type can have different types of bills. That is why there is so many. In the third table EmpCorrWork I did not include the EmpName or CorrName since the EmpID and CorrId is already linked to these tables. In my form I placed the EmpName and Date in the FormHeader and the detail section I put the different sorts of how they would receive the files. Phone, FileRm etc. The form would not allow me to tab down to any of my fields within the detail section after I enter the date. Should I use a subform for the detail section? Hope I answered your question and thanks again for all your help. "Ken Snell [MVP]" wrote: I need to better understand the relationship of the "sort" fields to the CorrID entity (which I am using as the identity of a type of correspondence from your earlier list). What are these fields, how are they used, what type of data entry is needed for them, etc.? -- Ken Snell MS ACCESS MVP "Melissa" wrote in message ... Thanks for your help Ken. I have completed doing the suggestions you have offered. But have a couple questions on the tblEmpCorrWork. On the third table you suggested only to put the 4 fields into the table, then to build the form based on a qry of those fields. In this table, there would be more than 4 fields because each audit type can have up to 9 different sort fields. Would these fields go into a different table? I put these fields into the table 3 with the EmpID and CorrID being the foreign keys back to the parent. What is happening is it is associating each agent with a particular audit code when each agent may work many different types of audits. Thanks again for your help snipped |
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Table design problem?
Hi Ken,
I think I have everything in place. I have three tbls. I am only giving the primary keys in the examples below. EmployeeHrs EmpID DateCompleted (are composite keys) etc. Employee tbl EmpID (primary key) Correpondence Received Completed tbl DateCompleted AuditType EmpID (these three fields are composite keys) Great advice on the composite keys by the way. My question is, I have my Employeetbl linked to EmployeeHrs (one to many) and also the Employeetbl linked to Corresp Reced Completed (one to many). Should I link the EmployeeHrs to the Corresp Reced Completed tbl (one to many)? When I try to do this I get a relationship type of "Indeterminate", what is that? I will begin to work on my reports next week and I do not want to run into trouble. Second Question: I have my Data Entry form set up and is running great. If you recall, My main form is Employee Hrs (which can only have one record per day per agent) and the Subform is Correp Recd Completed (which can have multi entries per day by the same agent but, not the same Audit type). Based on that, if an employee wants to print their production that they entered that day, how can I set this up with a button? If they print record it comes up blank because of the form being set to data entry only. Also, if that is change only the main form can be printed? Thank you so much for all your guidance. You have been a great help to me. "Ken Snell [MVP]" wrote: Don't use / and other non-letter and non-number characters in table names. If you forget to use [ ] characters to delimit the names all the time, you may get results that you didn't expect. What you want for the main form and subform together can be done only via macro or VBA programming, and is doable that way. However, I caution you about designing your form this way, because it will prevent you (or the user) from being able to edit data or do things slightly differently. You can use Ctrl+Tab to move the cursor from the subform to the main form. From there, the user can then go to a new record for the main form. If you really want to do it progammatically, you may want to do it via a command button that moves the focus to the main form and then moves the main form to a new record. To do it via tabbing, the trick is that the subform won't "know" when the last record has been entered (unless you're only entering a single record via the subform). If you can give me more details about the subform's setup/contents, I might be able to suggest a way to have the subform do the "move focus to main form etc." just by tabbing out of the last control in the last record. -- Ken Snell MS ACCESS MVP "Melissa" wrote in message ... Hi Ken, This is the table design I came up with. I was having to many problems with the other ones. I have 3 tbls. Corresp Recd/Assigned tbl EmpID(autonumerPrimaryK) (many side of the relationship) AuditTypeID InventoryPending PendingBill etc.. (which consists of the 16 fields in which corresp can come in) Emptbl EmpID (one side of the relationship) EmployeeName Supervisor DateCompleted Hrsworkingcorresp HrsPhoneDuty HrsAbsent etc....((which consists of the 14 fields in to track personal stuff, such as training, attending classes etc.) AuditTypetbl AuditTypeID (one to many to corresp Recd tbl) AuditType (This tbl holds all the audit types) this is used for the drop down list in the CorrespRecd/Assign. Now I have created a main form from the employee tbl. Then I inserted a subform at the bottom from the corresp/recd table. My linked fields are the EmpID field. Ok, now I am having a small problem. Both Main and sub are set to DatyEntry. When I enter my information in the Main form which is fine, it allows me to tab down to my subform and enter my corresp type and how many I completed which is fine. When I tab out of the last field. My focus goes back to the Subform on my first field, when I want the focus to move to another record on the Mainform. How can I make this happen? Basically, I want the Main and the Sub to act like one Data Entry form. Thanks again for all your help. "Ken Snell [MVP]" wrote: You don't need to link the fields in the tables, although aving Referential Integrity for links between the primary key fields in the parent tables and the corresponding foreign key fields in the children tables is usually a good thing to do. The "link" that I'm talking of are the properties mentioned for the subform control (the control that actually holds the subform object). If you look at the Properties (Data tab) for the subform control, you'll see those properties listed there. If HowReceived can be different for the same EmpID / CorrID / WorkDate combination, then you'll need to add HowReceived to the composite primary key in EmpCorrWork table -- making the primary key a composite of four fields. That will let you enter the different HowReceived choices for a single CorrID value. What you're proposing is a low-medium complexity for ACCESS -- doesn't sound like it's that far above the skill level that you had before. Just keep taking it one step at a time, and it'll "click into place" for you. This structure that we're discussing is just a level up from relating two tables -- you're still relating one table to another, but that child (junction) table just has more than one table related to it, that's all. -- Ken Snell MS ACCESS MVP "Melissa" wrote in message ... On this response: The linking fields from main form to the subform will be these (use real names): LinkChildFields: EmpID,WorkDate LinkMasterFields: EmpIDComboBox, WorkDateTextBox I am having a problem linking these fields within the form. I then went to the table to link the child field to master and was having trouble with this as well. Also, on the 10/25 suggestion on the How Received combo box, there could be more than one how received in a day per audit type. Just a question, do you think that this database that I am trying to build is to technical for a intermediate user such as myself. I used to be pretty good at building these but have lost my abililty to get the tables sorted. I feel if I could get my tables and relationships in order, I could go from there. Thanks again. "Ken Snell [MVP]" wrote: OK so we'll need one additional table to hold the "manner in which the audit type was received/came in". Let's call this tblHowReceived. This table should have these two fields at least: HowReceivedID (primary key) HowReceivedName You then would add one more field to EmpCorrWork table -- it would be the HowReceivedID field, which would be a foreign key back to tblHowReceived table. On your subform, you'd then put another combo box to let the user select the HowReceived item and store it in the table. Now, depending upon your database desires, you may want another junction table to relate the HowReceived record to a specific audit type (CorrID). Do you want to limit the choices of HowReceived based on which CorrID is selected? If yes, then you'd need cascading combo boxes for the CorrID and HowReceivedID selections. But let's hold off on this for the moment unless you really want to do it -- there are a few "tricks" to do this on a continuous forms view -- not difficult, but it would mean that the HowReceived combo box would have a different RowSource query for each record, and a previous record on the subform may have a value for HowReceived that isn't in the combo box's Row Source at the moment. -- Ken Snell MS ACCESS MVP "Melissa" wrote in message ... On your question "are the sort fields the type of bills for each audit type.Yes. and each sort fields are on by which source the correspondence came in which would be received. Example below: File Room- Phone Calls-TP/Corres Petitions-AG E-Mail-Walk-ins-TPS-Other Agents-Bankruptcy E-Mail-Tax Appeal-By Fax-ChecksRec'd There is also a sort on each type of Audit Type on what was completed. So each Audit type sort or bill would have both of these sorts. Example below. Pending Bill/- Billing/- Assessment/- Certified Assmt Thanks again for all your help. I have been trying to get this together for months now and my designs are not cutting it. "Ken Snell [MVP]" wrote: My error -- I was designing this form in my head, and overlooked some things. Yes, you'll want to use a subform instead of the Detail section for entering the CorrID and WorkQuantity values. This subform's RecordSource will be the EmpCorrWork table. The subform also should have textboxes bound to the EmpID and WorkDate fields, but set the Visibility property of these textboxes to No. Keep the combo box for EmpID selection and the textbox for WorkDate entry in the main form's ReportHeader section. The main form should have no RecordSource at all. The linking fields from main form to the subform will be these (use real names): LinkChildFields: EmpID,WorkDate LinkMasterFields: EmpIDComboBox, WorkDateTextBox This should fix the data entry problem you were having. I am not understanding how CorrID (which you're using as the type of audit) is related to the various sort fields. Are the sort fields the "type of bills" for each audit type? I need you to fully spell out the entities involved in your data model. It appears that you may need an additional field in the EmpCorrWork table, or that you may need another table. I just cannot tell yet without a better picture of your data model. -- Ken Snell MS ACCESS MVP "Melissa" wrote in message ... I related the EmpID and CorrID to the parent tables. I then made a combo box on the form for both of these fields. The Correspondence Name consists of all 50 different types of correspondence(audit types) received which will be |
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Table design problem?
Comments inline...
-- Ken Snell MS ACCESS MVP "Melissa" wrote in message ... Hi Ken, I think I have everything in place. I have three tbls. I am only giving the primary keys in the examples below. EmployeeHrs EmpID DateCompleted (are composite keys) etc. Employee tbl EmpID (primary key) Correpondence Received Completed tbl DateCompleted AuditType EmpID (these three fields are composite keys) Great advice on the composite keys by the way. I would think that you also would want a tblAuditTypes table to hold the AuditType values, and its primary key would be the foreign key "AuditType" in the Correpondence Received Completed tbl. My question is, I have my Employeetbl linked to EmployeeHrs (one to many) and also the Employeetbl linked to Corresp Reced Completed (one to many). Should I link the EmployeeHrs to the Corresp Reced Completed tbl (one to many)? When I try to do this I get a relationship type of "Indeterminate", what is that? I will begin to work on my reports next week and I do not want to run into trouble. No, there is no need to have any type of link between EmployeeHrs and Correpondence Received Completed tbl. The EmployeeHrs contains no field that would connect to the purpose of the Correpondence Received Completed tbl. The reason for the "Indeterminate" error (when, I assume, you try to create a relationship between EmpID field in both tables) is because neither table uses EmpID as a primary key (by itself), so ACCESS would see this join as a "many-to-many", which it does not support directly for a relationship setting. Second Question: I have my Data Entry form set up and is running great. If you recall, My main form is Employee Hrs (which can only have one record per day per agent) and the Subform is Correp Recd Completed (which can have multi entries per day by the same agent but, not the same Audit type). Based on that, if an employee wants to print their production that they entered that day, how can I set this up with a button? If they print record it comes up blank because of the form being set to data entry only. Also, if that is change only the main form can be printed? You'd want a report that is based on a query that uses the Employee tbl and the Correpondence Received Completed tbl, joined by the EmpID fields. Then you could code a button on the form that would open the report, which you would filter based on the current date and the EmpID: DoCmd.OpenReport "ReportName", , , _ "[EmpID] = " & Me.EmpID.Value & _ " And [DateCompleted] = #" & _ Format(Date(), "mm\/dd\/yyyy") & "#" Thank you so much for all your guidance. You have been a great help to me. You're welcome. snipped |
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Table design problem?
Ok, I understand your answer on both but, I have follow ups.
On how I have my relationships set up currently, Employeetbl linked to EmployeeHrs (one to many) and also the Employeetbl linked to Corresp Reced Completed (one to many). Both by EmpID fields. Is this good? I just don't want to run into any problems in the future. Also, the button I could put on the form to run the report. Will the only area I need to for the line of code is the Report Name? Thanks again . "Ken Snell [MVP]" wrote: Comments inline... -- Ken Snell MS ACCESS MVP "Melissa" wrote in message ... Hi Ken, I think I have everything in place. I have three tbls. I am only giving the primary keys in the examples below. EmployeeHrs EmpID DateCompleted (are composite keys) etc. Employee tbl EmpID (primary key) Correpondence Received Completed tbl DateCompleted AuditType EmpID (these three fields are composite keys) Great advice on the composite keys by the way. I would think that you also would want a tblAuditTypes table to hold the AuditType values, and its primary key would be the foreign key "AuditType" in the Correpondence Received Completed tbl. My question is, I have my Employeetbl linked to EmployeeHrs (one to many) and also the Employeetbl linked to Corresp Reced Completed (one to many). Should I link the EmployeeHrs to the Corresp Reced Completed tbl (one to many)? When I try to do this I get a relationship type of "Indeterminate", what is that? I will begin to work on my reports next week and I do not want to run into trouble. No, there is no need to have any type of link between EmployeeHrs and Correpondence Received Completed tbl. The EmployeeHrs contains no field that would connect to the purpose of the Correpondence Received Completed tbl. The reason for the "Indeterminate" error (when, I assume, you try to create a relationship between EmpID field in both tables) is because neither table uses EmpID as a primary key (by itself), so ACCESS would see this join as a "many-to-many", which it does not support directly for a relationship setting. Second Question: I have my Data Entry form set up and is running great. If you recall, My main form is Employee Hrs (which can only have one record per day per agent) and the Subform is Correp Recd Completed (which can have multi entries per day by the same agent but, not the same Audit type). Based on that, if an employee wants to print their production that they entered that day, how can I set this up with a button? If they print record it comes up blank because of the form being set to data entry only. Also, if that is change only the main form can be printed? You'd want a report that is based on a query that uses the Employee tbl and the Correpondence Received Completed tbl, joined by the EmpID fields. Then you could code a button on the form that would open the report, which you would filter based on the current date and the EmpID: DoCmd.OpenReport "ReportName", , , _ "[EmpID] = " & Me.EmpID.Value & _ " And [DateCompleted] = #" & _ Format(Date(), "mm\/dd\/yyyy") & "#" Thank you so much for all your guidance. You have been a great help to me. You're welcome. snipped |
#20
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Table design problem?
Yes, you have properly related the Employeetbl to EmployeeHrs, and
Employeetbl linked to Corresp Reced Completed through the EmpID fields. Yes, the code I posted would be used "as is" except change ReportName to the actual name of the report. -- Ken Snell MS ACCESS MVP "Melissa" wrote in message ... Ok, I understand your answer on both but, I have follow ups. On how I have my relationships set up currently, Employeetbl linked to EmployeeHrs (one to many) and also the Employeetbl linked to Corresp Reced Completed (one to many). Both by EmpID fields. Is this good? I just don't want to run into any problems in the future. Also, the button I could put on the form to run the report. Will the only area I need to for the line of code is the Report Name? Thanks again . "Ken Snell [MVP]" wrote: Comments inline... -- Ken Snell MS ACCESS MVP "Melissa" wrote in message ... Hi Ken, I think I have everything in place. I have three tbls. I am only giving the primary keys in the examples below. EmployeeHrs EmpID DateCompleted (are composite keys) etc. Employee tbl EmpID (primary key) Correpondence Received Completed tbl DateCompleted AuditType EmpID (these three fields are composite keys) Great advice on the composite keys by the way. I would think that you also would want a tblAuditTypes table to hold the AuditType values, and its primary key would be the foreign key "AuditType" in the Correpondence Received Completed tbl. My question is, I have my Employeetbl linked to EmployeeHrs (one to many) and also the Employeetbl linked to Corresp Reced Completed (one to many). Should I link the EmployeeHrs to the Corresp Reced Completed tbl (one to many)? When I try to do this I get a relationship type of "Indeterminate", what is that? I will begin to work on my reports next week and I do not want to run into trouble. No, there is no need to have any type of link between EmployeeHrs and Correpondence Received Completed tbl. The EmployeeHrs contains no field that would connect to the purpose of the Correpondence Received Completed tbl. The reason for the "Indeterminate" error (when, I assume, you try to create a relationship between EmpID field in both tables) is because neither table uses EmpID as a primary key (by itself), so ACCESS would see this join as a "many-to-many", which it does not support directly for a relationship setting. Second Question: I have my Data Entry form set up and is running great. If you recall, My main form is Employee Hrs (which can only have one record per day per agent) and the Subform is Correp Recd Completed (which can have multi entries per day by the same agent but, not the same Audit type). Based on that, if an employee wants to print their production that they entered that day, how can I set this up with a button? If they print record it comes up blank because of the form being set to data entry only. Also, if that is change only the main form can be printed? You'd want a report that is based on a query that uses the Employee tbl and the Correpondence Received Completed tbl, joined by the EmpID fields. Then you could code a button on the form that would open the report, which you would filter based on the current date and the EmpID: DoCmd.OpenReport "ReportName", , , _ "[EmpID] = " & Me.EmpID.Value & _ " And [DateCompleted] = #" & _ Format(Date(), "mm\/dd\/yyyy") & "#" Thank you so much for all your guidance. You have been a great help to me. You're welcome. snipped |
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