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MS Access Forum / Queries / February 2008

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Query designing

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Limiting fields in queries - 02 Feb 2008 22:38 GMT
Suppose i have 46 tables , now when i want to, run a query it ask me, which
table i need from the over all 46 tables, and once i have selected the tables
it ask for fields, now the quetion is i want access to only ask for those
fields in the dropdown menu in which some data has been fed in, fields
without any data should not appear in the option/dropdown menu
Allen Browne - 03 Feb 2008 00:23 GMT
No. You might design spreadsheets like that, but it is the wrong design for
a database.

If you have 46 tables, and many of them have with similar fields, that is
not a normalized design.

If you have repeating fields in a table (such as columns for Jan, Feb, ...,
or Employee1, Employee2, ...), i.e. columns where a user might want to
select which one, then that's not a normalized design either.

Consequently, the database is not set up to query like that.

Grasping the concept of what fields to store in what tables to get a
normalized design is not something you can achieve in 5 minutes. If you want
to follow it through, here's a starting point:
   http://www.accessmvp.com/JConrad/accessjunkie/resources.html#DatabaseDesign101

Signature

Allen Browne - Microsoft MVP.  Perth, Western Australia
Tips for Access users - http://allenbrowne.com/tips.html
Reply to group, rather than allenbrowne at mvps dot org.

> Suppose i have 46 tables , now when i want to, run a query it ask me,
> which
[quoted text clipped - 3 lines]
> fields in the dropdown menu in which some data has been fed in, fields
> without any data should not appear in the option/dropdown menu
Limiting fields in queries - 06 Feb 2008 20:29 GMT
Thanks but John Spencer says this can be done with VBA, which is a language,
any ways i will be checking the website you mentioned, it might tun out to be
helpful, any ways thanks for taking time out for me

> No. You might design spreadsheets like that, but it is the wrong design for
> a database.
[quoted text clipped - 20 lines]
> > fields in the dropdown menu in which some data has been fed in, fields
> > without any data should not appear in the option/dropdown menu
John Spencer - 03 Feb 2008 15:51 GMT
Well you would need a query to tell you which fields have data.

What you want could be done with VBA.

The basic query to find which fields have data in a specific table would be

SELECT Count(FieldA) as CountFieldA
, Count(FieldB) as CountFieldB
, Count(FieldC) as CountFieldC
FROM SomeTable

Any CountField? that was zero would need to be excluded when you built
the list of fields.

How good are your VBA skills?

'====================================================
 John Spencer
 Access MVP 2002-2005, 2007-2008
 Center for Health Program Development and Management
 University of Maryland Baltimore County
'====================================================

> Suppose i have 46 tables , now when i want to, run a query it ask me, which
> table i need from the over all 46 tables, and once i have selected the tables
> it ask for fields, now the quetion is i want access to only ask for those
> fields in the dropdown menu in which some data has been fed in, fields
> without any data should not appear in the option/dropdown menu
Limiting fields in queries - 06 Feb 2008 20:31 GMT
John thanks for your reply, i knew it could be done through VBA, but i was
looking for some way, in which i can do it with out involving in programming,
however if you can guide me plz email me some websites from where i can
download some notes to learn VB.

Regards

> Well you would need a query to tell you which fields have data.
>
[quoted text clipped - 24 lines]
> > fields in the dropdown menu in which some data has been fed in, fields
> > without any data should not appear in the option/dropdown menu
John W. Vinson - 06 Feb 2008 21:39 GMT
>John thanks for your reply, i knew it could be done through VBA, but i was
>looking for some way, in which i can do it with out involving in programming,
>however if you can guide me plz email me some websites from where i can
>download some notes to learn VB.

You have three choices:

1. Use some fairly complex VBA code.
2. Use some REALLY complex queries.
3. Do as Allen suggested and correct the currently *grossly incorrect*
structure of your database.

If you work *with* Access - by using properly normalized table structures -
instead of struggling *against* it - coding complex get-arounds  - you'll find
it much much easier.

            John W. Vinson [MVP]
 
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