AutoFill fields in Access forms

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ISU_Scheman_Tech_kid - 30 May 2007 19:23 GMT

First off I want to say thank you to Microsoft, secondly I want to say that I
have very little experience with access, now onto the problem. I need to
make a form for my access database and in that form there must be a couple of
fields (Client phone,Client E-mail, Client Location) that automatically fill
upon the completion of a clients name in another field. This Should work
like most forms that I have seen where you enter the name and the form enters
the data associated with that client in previous records. I hope to hear
back soon and yet again thank you for your help.

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Klatuu - 30 May 2007 20:46 GMT

See my reply to "Automatically fill a group of text boxes ba..." posted by
Sara today.
It is the same question.

Signature

Dave Hargis, Microsoft Access MVP

> First off I want to say thank you to Microsoft, secondly I want to say that I
> have very little experience with access, now onto the problem. I need to
[quoted text clipped - 4 lines]
> the data associated with that client in previous records. I hope to hear
> back soon and yet again thank you for your help.

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ISU_Scheman_Tech_kid - 30 May 2007 21:18 GMT

I read the post that you answered but that isn't the case here, with all due
respect. I need to add in customers, and be able to reference their data
whenever they revisit the form. The cliet name is in a feild with the type
text. I thought I would try to compare the name to all perivious names in
either the main record or a query of the record, but I come across problems.
For one, the search fills in all fields of my form with the first occurace of
the customer rather than just filling in the customer's phone number, e-mail,
and address fields. I guess I did a poor job to define what was my problem
at first, hopefuly this will make things more clear. Thank you.

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Klatuu - 30 May 2007 22:01 GMT

Sorry, but it is no clearer.
Can you give it one more go?

Signature

Dave Hargis, Microsoft Access MVP

> I read the post that you answered but that isn't the case here, with all due
> respect. I need to add in customers, and be able to reference their data
[quoted text clipped - 5 lines]
> and address fields. I guess I did a poor job to define what was my problem
> at first, hopefuly this will make things more clear. Thank you.

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ISU_Scheman_Tech_kid - 30 May 2007 22:31 GMT

Okay, here I go . . .

There is a form for a database that enters requests to the database. On
that form are four fields: Name, e-mail, phone, address. What needs to be
done is when a user enters a name into the field "name" the form searches to
database for that name. If the name is one that was used before (it is in
the database), then the fields e-mail, phone, and address should be filled
with the data that the database holds for those same fields in the record
that has the same name as the name entered on the form. If the name entered
is not the same as any in the database then the form should leave the fields
blank and allow the user to enter new client data (name, address, phone, and
e-mail). This new data entered should then be accessible if the same user
comes back and enters their name; the fields of address, e-mail, and phone
should fill in automaticly (after the name is entered) with the same data as
the user ented the last time for that same "name".

I hope this helps you diagnose my problem and yet again I thank you for your
time and effort.

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Klatuu - 30 May 2007 23:11 GMT

well defined, thanks.
It is simpler than I originally thought. Actually, the other post I pointed
you to is similar, but in your case, you are not looking to another table.

I don't know what your experience level is, so I will try to give the
simplest approach.
Create a form using the form wizard. When it asks for the query or table,
give it the name of your table.
Create a lookup combo using the wizard and use the customer Id as the field
for the combo. Create text boxes for the other fields. This should do it.
If you need more help, post back and we can get it to work.
Good Luck.

Signature

Dave Hargis, Microsoft Access MVP

> Okay, here I go . . .
>
[quoted text clipped - 14 lines]
> I hope this helps you diagnose my problem and yet again I thank you for your
> time and effort.

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ISU_Scheman_Tech_kid - 31 May 2007 16:00 GMT

I tried what you said and it autofilled every field in the form. I only want
the client phone, address, and e-mail to auto fill based on the name, not the
entire form. The way that it works now is more like a search form than a
request form. What can I do so only certain fields are filled in by the
combo box. Thank you very much and remember I am a novice at all this.

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John W. Vinson - 31 May 2007 17:10 GMT

>I tried what you said and it autofilled every field in the form. I only want
>the client phone, address, and e-mail to auto fill based on the name, not the
>entire form. The way that it works now is more like a search form than a
>request form. What can I do so only certain fields are filled in by the
>combo box. Thank you very much and remember I am a novice at all this.

Relational databases use the "Grandmother's Pantry Principle": "a place - ONE
place! - for everything, everything in its place".

If you are trying to store multiple copies of the client information in your
database - either by storing the same information repeatedly in multiple
records, or copying it from one table into another - you're missing the point
of how relational databases work. The phone, address, and email information
should be stored, once and once only, in the Client table; it is neither
necessary nor desirable to copy it into any other record or any other table.

You can *display* the information on the form by including the fields in the
combo box, and setting the control source of textboxes on the form to

=comboboxname.Column(n)

where n is the zero based index of the field you want to see; that is, if the
combo box is named cboClientID and the email addess if the fifth field in its
row source query,

=cboClientID.Column(4)

John W. Vinson [MVP]

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