Can information automatically populate?

[Tracey]

I am new to Access and have the daunting task of creating a DBase in Access
2003.
I have created 2 tables one for File Information (file name, client, billing
information, comments etc) and one for Client Information (contact
information). One client can have multiple files. Data entry will be via a
form. When I am entering a new file into the database I want the client
contact information to feed through from the Client Information table based
on the name that I enter. I have created relationships but I don't know where
to go from here.
Thanks!

 

[SteveM]

Are you using forms to enter your information or directly into the tables?

Steve

 

[Tracey]

Forms

Are you using forms to enter your information or directly into the tables?

Steve

 

[PSKelligan]

Hi Tracey,
sounds like you need a form (for Client information) with a Sub-Form (for
File information).

Is it possible that one file will relate to one or more clients? If not this
should be pretty straight forward. The sub-formwill be related to the main
report in the sub-forms properties typicly by some sort of Client ID (Primary
Key for the client table). The property settings to change will be Link
Child Fields and Link Master Fields of the sub-form properties. If you look
at the NorthWind Sample database in access check out the Orders form in
Design View. Select the sub-report and open the properties and look the
settings over.


Good Luck!

Forms

Are you using forms to enter your information or directly into the tables?

[quoted text clipped - 10 lines]

 

[Tracey]

Thank you I'll check into that...I may be back!

Hi Tracey,
sounds like you need a form (for Client information) with a Sub-Form (for
File information).

Is it possible that one file will relate to one or more clients? If not this
should be pretty straight forward. The sub-formwill be related to the main
report in the sub-forms properties typicly by some sort of Client ID (Primary
Key for the client table). The property settings to change will be Link
Child Fields and Link Master Fields of the sub-form properties. If you look
at the NorthWind Sample database in access check out the Orders form in
Design View. Select the sub-report and open the properties and look the
settings over.


Good Luck!

Forms

Are you using forms to enter your information or directly into the tables?

[quoted text clipped - 10 lines]

to go from here.
Thanks!

 

[Steve]

To be sure your tables are correct, you need:
TblClient
ClientID
<Client contact fields>

TblFile
FileID
ClientID
FileName
<Billing information fields.
Comments
etc

** Need more information about billing information - you may meed a separate
table for this!!

In the above tables, create a reationship between ClientID in both tables.

Use a form/subform to add, edit, delete and just view Clients and to add,
edit, delete and just view a selected clients file data. Base the main form
on TblClient and the subform on TblFile. You can use the form wizard to
create the form/subform.

PC Datasheet
Providing Customers A Resource For Help With Access, Excel And Word
Applications
(e-mail address removed)

 

[Tracey]

After playing around with various forms and set ups I am still not getting
the results I am looking for. I have managed to get a form showing the client
information but it lists the files ithat client has n the subform.
I want to view by file not by client. When I am entering new file
information into the form (for ease of data entry forms will be used) I want
the client information (address, phone etc) to feed in automatically.
I am wondering if this is an event I need to build...based on the client
name Access does a lookup to the client table to pull the relevant
information?
I have no idea ><

 

[John W. Vinson]

After playing around with various forms and set ups I am still not getting
the results I am looking for. I have managed to get a form showing the client
information but it lists the files ithat client has n the subform.
I want to view by file not by client. When I am entering new file
information into the form (for ease of data entry forms will be used) I want
the client information (address, phone etc) to feed in automatically.
I am wondering if this is an event I need to build...based on the client
name Access does a lookup to the client table to pull the relevant
information?

STOP.

If you're trying to store client information in the files table, DON'T.

The only client field that should be stored in the files table is the
ClientID, a foreign key link to the name, phone, address, etc. which are
stored in the Clients table.

You can *display* this data on the data entry form by using a Combo Box to
select the client (a "lookup" if you will); this can include several fields
from the client table, and you can put textboxes on the form with control
sources like

=comboboxname.Column(n)

where n is the zero-based index of the field that you want to display. But
there is NO good reason to store this information in the child table, and
many, many good reasons NOT to do so!

John W. Vinson [MVP]