How to build a form to enter all "officers" at once

[laskowv]

I need advice on the best way to build a form to enter officers of a company
all at once. For example: I need to have the term entered (2009-2011), and
then say the President, Vice President, Treasurer, etc... I have all of the
offices and the terms in tables; and then a table with the "terms",
"offices", and the EmployeeID. I know how to build and populate the combo
boxes in order to select the employee for the position.

My issue is how would I put these 3 offices on a form, with combo boxes for
each position to look up an employee -- and then have all 3 post to the
table? I think a "continuous form" might help, but I've never dealt with them.

 

[June7 via AccessMonster.com]

Whether continuous or single view, the critical step is the form's
RecordSource query. Have you done that yet? Get that part right then the
fields of the tables are available to the text/list/combo boxes. With the
boxes 'bound' to table fields, any entry into the boxes is a direct entry to
the table. With list and combo boxes be careful the correct column is 'bound'
to the field.

 

[laskowv]

I understand that -- let me be more specific. The user has to enter this
information for about 500 divisions. I would hate for her to have to make
4,000 entries on individual screens instead of only 500 screens with multiple
options. I would like her to be able to "pick" all officers for one division
on 1 screen at a time. Hence the screen would be something like:

Term: 2009-2011
President: [MemberID]
Vice President: [MemberID]
Treasurer: [MemberID]

where the [MemberID] field is a drop-down combo box. For every term this
information will have to be recorded. In the table itself I need the
following for each MemberID:

[AutoID] field, Term, Office (President, etc...), MemberID

Working with the 3 offices above, how would I create the form? Would it be
the 4 fields on the form -- and then convert it to a continuous form?

Does this make sense now?

Thanks..

 

[Bob Quintal]

I understand that -- let me be more specific. The user has to
enter this information for about 500 divisions. I would hate for
her to have to make 4,000 entries on individual screens instead of
only 500 screens with multiple options. I would like her to be
able to "pick" all officers for one division on 1 screen at a
time. Hence the screen would be something like:

Term: 2009-2011
President: [MemberID]
Vice President: [MemberID]
Treasurer: [MemberID]

where the [MemberID] field is a drop-down combo box. For every
term this information will have to be recorded. In the table
itself I need the following for each MemberID:

[AutoID] field, Term, Office (President, etc...), MemberID

Working with the 3 offices above, how would I create the form?
Would it be the 4 fields on the form -- and then convert it to a
continuous form?

Does this make sense now?

Thanks..

First of all, I think you also need the Division in your table.
Your primary key on the table should be Division, Term and Office

I'd create a continuous form bound to this table.
In the form's header, put comboboxes for Division and Term. These
will serve as default values and filters for the rows.

In the detail section of the form, put textboxes for Division and
Term, and comboboxes bound to the table for Office and Employee.
In the form's On_Current() event,
use some VB Code to test if a new record, and if so, set the Division
and Term textboxes to the values in the comboboxes from the header,
then you only need to pick Office and Employee.