subform variables not showing up in main form-only one blank row with field head

[elena]

Hello,
I am new to access, and this project that I am working on is proving to be
very difficult. Basically, I want a form that will be used by 6 different
groups every day. Each group has a set of data they need to input (this data
can range form 10-17 variables). I have created the form with a subform
(let's say for a particular group) which has 17 records that need to be
filled in. When i look in the actual subform all 17 records are shown.
However, when i am in the main form, the subform doesnt pull any of the
records at all (these records come from a query that i created to base the
subform on).
How can i make the subform automatically show all the records whilst in the
main form view?

Thank you for all of your help
elena

 

[tina]

data isn't stored in forms, in subforms, or in queries; data is stored in
tables. so let's start there: what tables are you storing the mainform and
subform records in, and how are those tables related?

hth

 

[elena]

thank you for your response.
basically, i have a main table called daily which has 4 fields:department
name,variable, and date and value- this table is empty, it has no
records;this is what i based the main form on. The subforms are based on
queries which i ran from tables that were specific to each department, all
having the same fields:department field, variable field (with the variable
descriptions for that particular department), it also has the date and value
field with these two fields being empty (because date will be inputed along
with the value for that date for the particular variable).
I have 6 departments, so i created 6 'sub' tables (aside from the main table),
and plan to somehow run a macro in the main form, such that if department A
wants to input their info, they will go into the main form, click on the drop
down box for their name, and then the corresponding subform will provide the
particular variables for said department so they can input the values of that
day. In terms of relationships, ive joined the main form to the individual
sub forms and queries (if i understand relationships correctly, i simply tie
all matching fields together).
Basically, i believe the main problem with the set up of my database, is that
i was confused as to how i can create tables for 6 departments each with some
matching and non-matching variables which have to be repeated every day. I
think a primary key does not work in this case, the best field i thought
would be to use Department ID, but this would be repeated in the tables
everyday and since there can be no repeats for a primary key i decided to opt
out of using one.
I hope i was clear, please let me know if i wasnt
again thanks alot for your help
elena

data isn't stored in forms, in subforms, or in queries; data is stored in
tables. so let's start there: what tables are you storing the mainform and
subform records in, and how are those tables related?

hth

Hello,
I am new to access, and this project that I am working on is proving to be

[quoted text clipped - 11 lines]

Thank you for all of your help
elena

 

[tina]

okay, thanks for the additional info. i'm not clear on a number of points:
what is the purpose of the main table, which you say has no records in it,
and don't mention any records being adding via the form. also, the
"variable" field is confusing to me, probably because the word "variable"
has a specific meaning in VBA, and i'm having trouble getting past that and
putting another interpretation on what "variable" could reflect in terms of
a field in a table. also, it sounds like each of the six department tables
already has records in it, which need to be completed by adding a date and
specific values - but it's not clear how those records are initially added
to the tables.

i can tell you with certainty that creating six tables with identical
fields, one for each department, violates normalization rules. if you are
tracking data that must be identified by department, you need ONE table with
the fields necessary to hold the data, *plus* an additional field to
identify the department. and all data tables should have a primary key.
recommend you read/more on relational design principles, then review your
tables/relationships structures and make adjustments to correct the design
as needed - BEFORE you continue developing your database. for more
information on relational design, see
http://www.accessmvp.com/JConrad/accessjunkie/resources.html#DatabaseDesign101

hth

thank you for your response.
basically, i have a main table called daily which has 4 fields:department
name,variable, and date and value- this table is empty, it has no
records;this is what i based the main form on. The subforms are based on
queries which i ran from tables that were specific to each department, all
having the same fields:department field, variable field (with the variable
descriptions for that particular department), it also has the date and value
field with these two fields being empty (because date will be inputed along
with the value for that date for the particular variable).
I have 6 departments, so i created 6 'sub' tables (aside from the main table),
and plan to somehow run a macro in the main form, such that if department A
wants to input their info, they will go into the main form, click on the drop
down box for their name, and then the corresponding subform will provide the
particular variables for said department so they can input the values of that
day. In terms of relationships, ive joined the main form to the individual
sub forms and queries (if i understand relationships correctly, i simply tie
all matching fields together).
Basically, i believe the main problem with the set up of my database, is that
i was confused as to how i can create tables for 6 departments each with some
matching and non-matching variables which have to be repeated every day. I
think a primary key does not work in this case, the best field i thought
would be to use Department ID, but this would be repeated in the tables
everyday and since there can be no repeats for a primary key i decided to opt
out of using one.
I hope i was clear, please let me know if i wasnt
again thanks alot for your help
elena

data isn't stored in forms, in subforms, or in queries; data is stored in
tables. so let's start there: what tables are you storing the mainform and
subform records in, and how are those tables related?

hth

Hello,
I am new to access, and this project that I am working on is proving to

be
[quoted text clipped - 11 lines]

Thank you for all of your help
elena