Database fields that are dependant

[Patricia]

Hi, I'm Patrica, I don't feel good and the guy who i am creating a database
for doesn't like the way it works and wants it to be bigger and better than
his excel version, but wants it like his excel version. And i don't feel like
sifting through all the help to figure out what i need to do.
Problem 1:
I have a series of fields which need to have dates put in them. Like
"Drawing Phase Complete", "Construction Phase Complete". He would like a
field to show him this automatically from the latest date. say something was
finished in the first field on 8/10/06 and then it was finished in the second
field on 9/1/06 he wants a "Status" field that shows that Construction Phase
is Complete but if it had to go back and the drawing phase was completed on
9/20/06 he then wants it to show that instead. so not necessarly in an order,
but by the most recent date. How would you do either (by field order, or
date) if possible.
Problem 2: Can you change different entries in a field (on a table) to a
different color automatically? Such as: i enter Tree into a plant type field
and since it is "Tree" i want it green but if it was a flower i want it pink
because it says "Flower" is that possible and how.
Problem 3:
I work under someone who thinks he knows everything about Word and Excel and
won't learn a thing about Access to make anyones life easier. What should I
do?

 

[Steve Schapel]

Patricia,

Problem 1:
I have a series of fields which need to have dates put in them. Like
"Drawing Phase Complete", "Construction Phase Complete". He would like a
field to show him this automatically from the latest date. say something was
finished in the first field on 8/10/06 and then it was finished in the second
field on 9/1/06 he wants a "Status" field that shows that Construction Phase
is Complete but if it had to go back and the drawing phase was completed on
9/20/06 he then wants it to show that instead. so not necessarly in an order,
but by the most recent date. How would you do either (by field order, or
date) if possible.

To be honest, there is a fundamental design flaw in the database here.
And you have already told us the reason why - you are trying to use it
like a spreadsheet. This data should not be in "a series of fields".
It should be in a single field, in a related table, with an additional
field for 'Phase'. If so, it would be a very simple sorting in a query
to identify the most recent action. Is it possible to review your
database design, or is it set in concrete? If you can't change it,
well, it means more headaches ahead. But it is possible. How many
fields in the "series"? Probably you will need to write a User Defined
Function to grab the most recent action.

Problem 2: Can you change different entries in a field (on a table) to a
different color automatically? Such as: i enter Tree into a plant type field
and since it is "Tree" i want it green but if it was a flower i want it pink
because it says "Flower" is that possible and how.

In a database, the purpose of a table is the storage of information.
Normally a table is not to be seen in normal operational usage of the
database, so the appearance of the data is normally not important.
Entry, editing, and viewing of data is done via a form. In Access, the
type of thing you are talking about can be done via Condtional
Formatting of the control on the form, if there are only 4 options (e.g.
Tree, Flower, Bird, Other). If there are more than that, it is not so
easy if it is a Continuous view form, but if it is a Single view form,
it is easily managed using VBA code.

Problem 3:
I work under someone who thinks he knows everything about Word and Excel and
won't learn a thing about Access to make anyones life easier. What should I
do?

Is violence an options? Is a new job an option? Anyway, sorry to hear
this. Unfortunately, skills with other forms of cumputing do not
necessarily translate into skills with databases. Access is a very
different type of program compared with Word and Excel. Excel is an
excellent program, if you need spreadsheeting functionality. If you
want data management functionality, then Access is often a very good
choice, but for most people there's normally a fairly steep initial
learning curve. Sounds like I'm not telling you anything new here, but
how to get this through to someone else is an unanswerable question.