Load Query Results Into Form

[Angelsnecropolis]

I need to figure out how to load saved query data into a form so I can add a
few extra options (checkboxes) to the results and save to a new query.

Here's the issue:
We have a program that saves forms with pre-defined fields that I cannot
change.
We print those forms using an Access database program. Normally, a person
would manually sort the printed forms by date, subject, & priority. Rather
than printing and manually sorting hundreds of pages I want to save them as a
new report with added fields for date, subject, & priority. I just need to
figure out how to load the existing query results into a new forms so I can
save those results with the new fields I intend to add.

Any help or does someone know a site with this info?

Thanks!

 

[Clifford Bass]

Hi,

Some basic questions to help understand what is going on and where you
want to end up: From where is the data originating? The Access database or
some other system? Is someone planning to enter the new information
manually? Or are you going to generate it automatically somehow? Do you
have any ability to modify the existing table from which the data comes? Or
to add a new table to the existing system? Is the new data going to be
reused, say in the current report and some report next month?

Clifford Bass

 

[Angelsnecropolis]

The original system is a custom program at my work and I cannot make
adjustments to it. It has the function of saving forms to a database. We use
Access to pull the results of those forms and print them all. After the forms
are all printed (hundreds of them) someone has to manually sort them by date
and priority. The form only has 1 field that can be used in a query and
that’s the date field. Since I can't add additional fields to the original
program I want to be able to create a supplemental method so that someone can
manually look at each form (on the computer) a check a box to select the
forms category or criteria and save those changes. This would allow us to
keep the forms from the original program electronic and sort them
electronically as opposed to printing them all and sorting them that way.

Thanks for the reply.

 

[Clifford Bass]

Hi,

It sounds like you already have most of this in place. You are
already loading the data (not the forms) into Access. If you are currently
replacing the table that is the source of the report, stop doing that.
Rather, just delete its contents before each run. Then you can just add the
fields you need to the table. Then just make a form based on the necessary
fields in the table. Use the forms wizard and pick the fields. Pick those
that the user needs to see in order to identify the report along with the new
fields. Saving is automatic as you move from record to record. Then all you
have to do is modify your report so it uses the new fields for sorting. If
the same data gets reported in more than one run, don't delete existing
records at the beginning of the process.

Does that help? Or am I missing something?

Clifford Bass

 

[Angelsnecropolis]

Well, I wouldn't be modifying the already existing data. Most likley, I would
be loading the data into another query that has the new fields I've
implemented while leaving the original data unchanged. I need to make a GUI
that is easily adjustable by someone that isn't computer sauvy. This is a
newer way of doing things and it has to look and feel easy or else the "old
crowd" won't bite.

Example:
Table has data loaded from old form with fields A, B, & C.
I load A, B, & C into a query that has additional fields D & E.
Thats the part I can do.

I need to make it easy for someone to alter the data for D & E on records that
have already been created & saved. Unfortunatly, it's the long way around
until I can get them to alter the original form to already include D & E.

So that's what I mean by loading existing records into a Form for further
adjustments.

Does that help for clarification?

Thanks.

 

[Clifford Bass]

Hi,

I think it helps. You need a place to store the D and E of you
example. Adding them to a query will not provide a place to store them.
They have to be added to a table. Quick, really basic questions: Did you
add the D and E fields to the table that holds the imported data (A, B and
C)? Or, alternately, did you create another table that holds the primary key
field(s) for the original A, B and C along with the D and E fields?

Clifford Bass

 

[Angelsnecropolis]

I can amend the existing table so it includes the D & E. I just need a way to
alter D & E fields with new data on records that have already been saved to
the table.

 

[Clifford Bass]

Hello,

Two quick ways to do that once you have added the fields. 1) Just edit
the table directly by opeining it in datasheet view. Or 2), use the new
form wizard to guide you through setting up a form that uses the table. With
a form, you can set up various things such as a combo box the allows the user
to choose only valid values. And you can make it pretty so it is user
friendly. With either method, you also can browse through the records, sort
them, filter them and search for specific ones very easily.

Now you should be able to use the new table (or a query based on the
table) and those new fields to tell the report how to sort the data: date,
subject, & priority, etc.. By the way, avoid naming date fields just "date"
as it can easily cause problems and confusion with the Date() function. Both
to you and to Access. Rather use something more descriptive such as
Sort_Date or Entry_Date.

That should do it. Your goal should be accomplished. If you have
trouble with the specifics of those steps, play around with it and also try
to find the needed information in the online help (i.e. you might search for
"form wizard" to find out about that). If needed, post back again, and tell
me the version of Access that you are using.

Good Luck,

Clifford Bass

 

[Angelsnecropolis]

Clifford,

Talk about making mountains outta mole hills. I used the form wizard and I
had working what I needed in less than a minute, lol.

Thanks for the help ^_^

 

[Clifford Bass]

Hi,

I think we all have done that at some point or other. Glad to help!

Clifford Bass