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MS Access Forum / Database Design / July 2007Can information automatically populate?
I am new to Access and have the daunting task of creating a DBase in Access 2003. I have created 2 tables one for File Information (file name, client, billing information, comments etc) and one for Client Information (contact information). One client can have multiple files. Data entry will be via a form. When I am entering a new file into the database I want the client contact information to feed through from the Client Information table based on the name that I enter. I have created relationships but I don't know where to go from here. Thanks! Are you using forms to enter your information or directly into the tables? Steve > I am new to Access and have the daunting task of creating a DBase in Access > 2003. [quoted text clipped - 6 lines] > to go from here. > Thanks! Forms > Are you using forms to enter your information or directly into the tables? > [quoted text clipped - 10 lines] > > to go from here. > > Thanks! Hi Tracey, sounds like you need a form (for Client information) with a Sub-Form (for File information). Is it possible that one file will relate to one or more clients? If not this should be pretty straight forward. The sub-formwill be related to the main report in the sub-forms properties typicly by some sort of Client ID (Primary Key for the client table). The property settings to change will be Link Child Fields and Link Master Fields of the sub-form properties. If you look at the NorthWind Sample database in access check out the Orders form in Design View. Select the sub-report and open the properties and look the settings over. Good Luck! >Forms > [quoted text clipped - 3 lines] >> > to go from here. >> > Thanks! Thank you I'll check into that...I may be back! > Hi Tracey, > sounds like you need a form (for Client information) with a Sub-Form (for [quoted text clipped - 17 lines] > >> > to go from here. > >> > Thanks! To be sure your tables are correct, you need: TblClient ClientID <Client contact fields> TblFile FileID ClientID FileName <Billing information fields. Comments etc ** Need more information about billing information - you may meed a separate table for this!! In the above tables, create a reationship between ClientID in both tables. Use a form/subform to add, edit, delete and just view Clients and to add, edit, delete and just view a selected clients file data. Base the main form on TblClient and the subform on TblFile. You can use the form wizard to create the form/subform. PC Datasheet Providing Customers A Resource For Help With Access, Excel And Word Applications resource@pcdatasheet.com >I am new to Access and have the daunting task of creating a DBase in Access > 2003. [quoted text clipped - 9 lines] > to go from here. > Thanks! After playing around with various forms and set ups I am still not getting the results I am looking for. I have managed to get a form showing the client information but it lists the files ithat client has n the subform. I want to view by file not by client. When I am entering new file information into the form (for ease of data entry forms will be used) I want the client information (address, phone etc) to feed in automatically. I am wondering if this is an event I need to build...based on the client name Access does a lookup to the client table to pull the relevant information? I have no idea >< > To be sure your tables are correct, you need: > TblClient [quoted text clipped - 37 lines] > > to go from here. > > Thanks! >After playing around with various forms and set ups I am still not getting >the results I am looking for. I have managed to get a form showing the client [quoted text clipped - 5 lines] >name Access does a lookup to the client table to pull the relevant >information? STOP. If you're trying to store client information in the files table, DON'T. The only client field that should be stored in the files table is the ClientID, a foreign key link to the name, phone, address, etc. which are stored in the Clients table. You can *display* this data on the data entry form by using a Combo Box to select the client (a "lookup" if you will); this can include several fields from the client table, and you can put textboxes on the form with control sources like =comboboxname.Column(n) where n is the zero-based index of the field that you want to display. But there is NO good reason to store this information in the child table, and many, many good reasons NOT to do so! John W. Vinson [MVP] |
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