Entry of Name

[Sondra]

I don't know if this is the right sub-category to enter
this but its my only thought.

I have a large database which contains documents used to
develop a TOC. The information is entered by
implementation date and binder. Before the implementation
date a distribution document must be prepared to send to
all users notifying them of the documents being
implemented.

If there are 30 documents being implemented on 2/21/05
then a separate distribution document must be developed
for each binder the documents will go into. I have
approximately 7 individuals who manage this database.
Each of them could be preparing the distribution document
for different binders.

On the distribution document I need to identify the name
of the individual preparing the forms. So if "Jane" is
doing documents 1-20 for binder 7 her name would appear on
the distribution document. If "John" is doing documents 1-
20 for binder 10 then his name would appear on the
distribution document.

Basically in a nut shell, Is there a way to require the
user to enter thier name and have is stored in the
database for the records they are distributing.

I've created a "update" query that the user runs from a
switchboard that opens all records for their binders that
enters the date of issue as date(). But now I need to
connect their names to the records they open. I've
created a table with all their names, but don't know how
or if I can connect them.

I know this is confusing, but any advise would be great.

Thanks.

 

[BruceM]

You could do something like having the On Current event in a form set the
focus to a combo box or text box for the user name, then set a validation
rule for that control so that if it contains nothing the user is prompted to
enter a name. You could also do something of the sort with an After Update
event or an On Exit event for the control. There are other choices, so you
will have to decide what works best for your situation. Fortunately this is
one of the areas in which Help is actually rather helpful. Look up
Validation and choose an option.
If you have not done so, consider setting up the Names table with a number
or autonumber primary key, and store that value rather than the name. If
somebody's name changes do you want to get all of the records related to that
individual whatever their name, or would you prefer to treat the two names as
two separate people? If the former, use a primary key.