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#1
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Append New Records in Subform
Is it possible to append new records in a subform, as it opens, to an
underlying table using only certain fields from an existing table? |
#2
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Append New Records in Subform
hi ridgerunner (what is your name?)
yes, of course smile can you describe a bit more about why you want to do this and where the data would come from? Warm Regards, Crystal Access Basics 8-part free tutorial that covers essentials in Access http://www.accessmvp.com/Strive4Peace/Index.htm * (: have an awesome day * ridgerunner wrote: Is it possible to append new records in a subform, as it opens, to an underlying table using only certain fields from an existing table? |
#3
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Append New Records in Subform
I would rather not put my name in a public place if that is OK.
The form would open and autopopulate two fields, same data every time, and then the data entry person would add the data required for the other fields in the underlying table. This would speed things up tremendously. The data would come from two fields in a table located in the same database. "strive4peace" wrote: hi ridgerunner (what is your name?) yes, of course smile can you describe a bit more about why you want to do this and where the data would come from? Warm Regards, Crystal Access Basics 8-part free tutorial that covers essentials in Access http://www.accessmvp.com/Strive4Peace/Index.htm * (: have an awesome day * ridgerunner wrote: Is it possible to append new records in a subform, as it opens, to an underlying table using only certain fields from an existing table? |
#4
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Append New Records in Subform
There will be 34 records created everytime the form is used. One of the
fields will contain one of five categories and the other field will contain one of 34 questions. Since the fields reside in a master reference table in the database I thought it would be easier to append the fields from that table into new records underlying the subform. From there it would be a simple matter to add data to the remaining fields. "strive4peace" wrote: Hi ridgerunner yes, it is fine ... but I like to ask anyway so hope you don't mind If the data is the same every time, how about using the DefaultValue property of the respective controls? Also, if the user will not normally change it, then make the TabStop property = No. the user can always click in to make a change If the data changes depending on conditions, will those conditions be the same for that edit session (ie: are they dependent on date?) or will they change for different records? Warm Regards, Crystal Access Basics 8-part free tutorial that covers essentials in Access http://www.accessmvp.com/Strive4Peace/Index.htm * (: have an awesome day * ridgerunner wrote: I would rather not put my name in a public place if that is OK. The form would open and autopopulate two fields, same data every time, and then the data entry person would add the data required for the other fields in the underlying table. This would speed things up tremendously. The data would come from two fields in a table located in the same database. "strive4peace" wrote: hi ridgerunner (what is your name?) yes, of course smile can you describe a bit more about why you want to do this and where the data would come from? Warm Regards, Crystal Access Basics 8-part free tutorial that covers essentials in Access http://www.accessmvp.com/Strive4Peace/Index.htm * (: have an awesome day * ridgerunner wrote: Is it possible to append new records in a subform, as it opens, to an underlying table using only certain fields from an existing table? |
#5
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Append New Records in Subform
Hi ridgerunner
yes, it is fine ... but I like to ask anyway so hope you don't mind If the data is the same every time, how about using the DefaultValue property of the respective controls? Also, if the user will not normally change it, then make the TabStop property = No. the user can always click in to make a change If the data changes depending on conditions, will those conditions be the same for that edit session (ie: are they dependent on date?) or will they change for different records? Warm Regards, Crystal Access Basics 8-part free tutorial that covers essentials in Access http://www.accessmvp.com/Strive4Peace/Index.htm * (: have an awesome day * ridgerunner wrote: I would rather not put my name in a public place if that is OK. The form would open and autopopulate two fields, same data every time, and then the data entry person would add the data required for the other fields in the underlying table. This would speed things up tremendously. The data would come from two fields in a table located in the same database. "strive4peace" wrote: hi ridgerunner (what is your name?) yes, of course smile can you describe a bit more about why you want to do this and where the data would come from? Warm Regards, Crystal Access Basics 8-part free tutorial that covers essentials in Access http://www.accessmvp.com/Strive4Peace/Index.htm * (: have an awesome day * ridgerunner wrote: Is it possible to append new records in a subform, as it opens, to an underlying table using only certain fields from an existing table? |
#6
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Append New Records in Subform
I created an append query that will work when run from only the subform. I
do not know how to get this to work when the subform is embedded in the main form. I tried a button to run the query on the main form but nothing happened. I cannot see the button if I place it on the subform, since the subform must be viewed in data sheet view. If I need to call the query from an event I do not know how to do that and would really appreciate help. The main form creates a record with an ID that is copied into the subform for linking purposes. "ridgerunner" wrote: There will be 34 records created everytime the form is used. One of the fields will contain one of five categories and the other field will contain one of 34 questions. Since the fields reside in a master reference table in the database I thought it would be easier to append the fields from that table into new records underlying the subform. From there it would be a simple matter to add data to the remaining fields. "strive4peace" wrote: Hi ridgerunner yes, it is fine ... but I like to ask anyway so hope you don't mind If the data is the same every time, how about using the DefaultValue property of the respective controls? Also, if the user will not normally change it, then make the TabStop property = No. the user can always click in to make a change If the data changes depending on conditions, will those conditions be the same for that edit session (ie: are they dependent on date?) or will they change for different records? Warm Regards, Crystal Access Basics 8-part free tutorial that covers essentials in Access http://www.accessmvp.com/Strive4Peace/Index.htm * (: have an awesome day * ridgerunner wrote: I would rather not put my name in a public place if that is OK. The form would open and autopopulate two fields, same data every time, and then the data entry person would add the data required for the other fields in the underlying table. This would speed things up tremendously. The data would come from two fields in a table located in the same database. "strive4peace" wrote: hi ridgerunner (what is your name?) yes, of course smile can you describe a bit more about why you want to do this and where the data would come from? Warm Regards, Crystal Access Basics 8-part free tutorial that covers essentials in Access http://www.accessmvp.com/Strive4Peace/Index.htm * (: have an awesome day * ridgerunner wrote: Is it possible to append new records in a subform, as it opens, to an underlying table using only certain fields from an existing table? |
#7
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Append New Records in Subform
creating question records for a survey
~~~ Hi ridgerunner, thanks for the additional information since you did not specify fieldnames, I will use what I consider good, generic names and you will have to change them I am assuming your database includes tables with a structure similar to the following: Participants - ParticID, autonumber, PK - Lastname, text - firstname, text Questions - QuestionID, autonumber, PK - Question, text Surveys - SurveyID, autonumber, PK - ParticID, long, FK to Participants - SurvDate, date/time SurveyAnswers - SurvAnsID, autonumber - SurveyID, long, fk to Surveys - QuestionID, long, FK to Questions - Answer PK is Primary Key FK is Foreign Key this is a simplified example. It does not take into account that you may have multiple types of surveys with different sets of questions In SurveyAnswers, make a multi-field unique index on the combination of SurveyID QuestionID this will protect you in case questions are created twice so you do not get duplicates. (multi-field unique indexes are covered in Access Basics, link in my siggy) I am assuming that you have a main form/subform situation where the main form is based on Surveys and the subform based on SurveyAnswers, which is the table you wish to automatically fill records in create a command button on the main form to create the questions '~~~~~~~~~~~~~~~~~ 'save record if changes have been made if me.dirty then me.dirty = false 'if we are on a new record, give user a message if me.newrecord then msgbox "You are not on a current record" _ ,, "Cannot create questions" exit sub end if if isnull(me.ParticID) then msgbox "You must fill out who you are" _ ,, "Cannot create questions" me.ParticID.setFocus exit sub end if dim strSQL as string strSQL = "INSERT INTO SurveyAnswers (SurveyID, QuestionID) " _ & " SELECT " & me.surveyID _ & ", QuestionID " _ & " FROM Questions;" 'remove this line once everything works ok debug.print strSQL currentdb.execute strSQL 'make the new records show up on the subform me.subform_controlname.requery '~~~~~~~~~~~~~~~~~ substitute the Name property of your subform control for subform_controlname '~~~~~~~~~ Compile ~~~~~~~~~ Whenever you change code or references, your should always compile before executing. from the menu in a VBE (module) window: Debug, Compile fix any errors on the yellow highlighted lines keep compiling until nothing happens (this is good!) ~~~~~~~~~~~~~~~~ ** debug.print *** debug.print strSQL -- this prints a copy of the SQL statement to the debug window (CTRL-G) After you execute your code, open the Debug window CTRL-G to Goto the debuG window -- look at the SQL statement If the SQL statement has an error 1. Make a new query (design view) 2. choose View, SQL from the menu (or SQL from the toolbar, first icon) 3. cut the SQL statement from the debug window (select, CTRL-X) 4. paste into the SQL window of the Query (CTRL-V) 5. run ! from the SQL window -- Access will tell you where the problem is in the SQL Warm Regards, Crystal Access Basics 8-part free tutorial that covers essentials in Access http://www.accessmvp.com/Strive4Peace/Index.htm * (: have an awesome day * ridgerunner wrote: There will be 34 records created everytime the form is used. One of the fields will contain one of five categories and the other field will contain one of 34 questions. Since the fields reside in a master reference table in the database I thought it would be easier to append the fields from that table into new records underlying the subform. From there it would be a simple matter to add data to the remaining fields. "strive4peace" wrote: Hi ridgerunner yes, it is fine ... but I like to ask anyway so hope you don't mind If the data is the same every time, how about using the DefaultValue property of the respective controls? Also, if the user will not normally change it, then make the TabStop property = No. the user can always click in to make a change If the data changes depending on conditions, will those conditions be the same for that edit session (ie: are they dependent on date?) or will they change for different records? Warm Regards, Crystal Access Basics 8-part free tutorial that covers essentials in Access http://www.accessmvp.com/Strive4Peace/Index.htm * (: have an awesome day * ridgerunner wrote: I would rather not put my name in a public place if that is OK. The form would open and autopopulate two fields, same data every time, and then the data entry person would add the data required for the other fields in the underlying table. This would speed things up tremendously. The data would come from two fields in a table located in the same database. "strive4peace" wrote: hi ridgerunner (what is your name?) yes, of course smile can you describe a bit more about why you want to do this and where the data would come from? Warm Regards, Crystal Access Basics 8-part free tutorial that covers essentials in Access http://www.accessmvp.com/Strive4Peace/Index.htm * (: have an awesome day * ridgerunner wrote: Is it possible to append new records in a subform, as it opens, to an underlying table using only certain fields from an existing table? |
#8
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Append New Records in Subform
Thanks, but this isn't a survey; it is an inspection form that is completed
exactly the same way every time an inspection is completed. Does the "INSERT INTO" add only one record at a time? "strive4peace" wrote: creating question records for a survey ~~~ Hi ridgerunner, thanks for the additional information since you did not specify fieldnames, I will use what I consider good, generic names and you will have to change them I am assuming your database includes tables with a structure similar to the following: Participants - ParticID, autonumber, PK - Lastname, text - firstname, text Questions - QuestionID, autonumber, PK - Question, text Surveys - SurveyID, autonumber, PK - ParticID, long, FK to Participants - SurvDate, date/time SurveyAnswers - SurvAnsID, autonumber - SurveyID, long, fk to Surveys - QuestionID, long, FK to Questions - Answer PK is Primary Key FK is Foreign Key this is a simplified example. It does not take into account that you may have multiple types of surveys with different sets of questions In SurveyAnswers, make a multi-field unique index on the combination of SurveyID QuestionID this will protect you in case questions are created twice so you do not get duplicates. (multi-field unique indexes are covered in Access Basics, link in my siggy) I am assuming that you have a main form/subform situation where the main form is based on Surveys and the subform based on SurveyAnswers, which is the table you wish to automatically fill records in create a command button on the main form to create the questions '~~~~~~~~~~~~~~~~~ 'save record if changes have been made if me.dirty then me.dirty = false 'if we are on a new record, give user a message if me.newrecord then msgbox "You are not on a current record" _ ,, "Cannot create questions" exit sub end if if isnull(me.ParticID) then msgbox "You must fill out who you are" _ ,, "Cannot create questions" me.ParticID.setFocus exit sub end if dim strSQL as string strSQL = "INSERT INTO SurveyAnswers (SurveyID, QuestionID) " _ & " SELECT " & me.surveyID _ & ", QuestionID " _ & " FROM Questions;" 'remove this line once everything works ok debug.print strSQL currentdb.execute strSQL 'make the new records show up on the subform me.subform_controlname.requery '~~~~~~~~~~~~~~~~~ substitute the Name property of your subform control for subform_controlname '~~~~~~~~~ Compile ~~~~~~~~~ Whenever you change code or references, your should always compile before executing. from the menu in a VBE (module) window: Debug, Compile fix any errors on the yellow highlighted lines keep compiling until nothing happens (this is good!) ~~~~~~~~~~~~~~~~ ** debug.print *** debug.print strSQL -- this prints a copy of the SQL statement to the debug window (CTRL-G) After you execute your code, open the Debug window CTRL-G to Goto the debuG window -- look at the SQL statement If the SQL statement has an error 1. Make a new query (design view) 2. choose View, SQL from the menu (or SQL from the toolbar, first icon) 3. cut the SQL statement from the debug window (select, CTRL-X) 4. paste into the SQL window of the Query (CTRL-V) 5. run ! from the SQL window -- Access will tell you where the problem is in the SQL Warm Regards, Crystal Access Basics 8-part free tutorial that covers essentials in Access http://www.accessmvp.com/Strive4Peace/Index.htm * (: have an awesome day * ridgerunner wrote: There will be 34 records created everytime the form is used. One of the fields will contain one of five categories and the other field will contain one of 34 questions. Since the fields reside in a master reference table in the database I thought it would be easier to append the fields from that table into new records underlying the subform. From there it would be a simple matter to add data to the remaining fields. "strive4peace" wrote: Hi ridgerunner yes, it is fine ... but I like to ask anyway so hope you don't mind If the data is the same every time, how about using the DefaultValue property of the respective controls? Also, if the user will not normally change it, then make the TabStop property = No. the user can always click in to make a change If the data changes depending on conditions, will those conditions be the same for that edit session (ie: are they dependent on date?) or will they change for different records? Warm Regards, Crystal Access Basics 8-part free tutorial that covers essentials in Access http://www.accessmvp.com/Strive4Peace/Index.htm * (: have an awesome day * ridgerunner wrote: I would rather not put my name in a public place if that is OK. The form would open and autopopulate two fields, same data every time, and then the data entry person would add the data required for the other fields in the underlying table. This would speed things up tremendously. The data would come from two fields in a table located in the same database. "strive4peace" wrote: hi ridgerunner (what is your name?) yes, of course smile can you describe a bit more about why you want to do this and where the data would come from? Warm Regards, Crystal Access Basics 8-part free tutorial that covers essentials in Access http://www.accessmvp.com/Strive4Peace/Index.htm * (: have an awesome day * ridgerunner wrote: Is it possible to append new records in a subform, as it opens, to an underlying table using only certain fields from an existing table? |
#9
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Append New Records in Subform
Hi ridgerunner,
"this isn't a survey" the analogy is the same. I made guesses since you did not specify much. "Does the "INSERT INTO" add only one record at a time?" no, it will add all the records from the questions table since there is no criteria to limit it. I was assuming you would want to fill everything out... Warm Regards, Crystal Access Basics 8-part free tutorial that covers essentials in Access http://www.accessmvp.com/Strive4Peace/Index.htm * (: have an awesome day * ridgerunner wrote: Thanks, but this isn't a survey; it is an inspection form that is completed exactly the same way every time an inspection is completed. Does the "INSERT INTO" add only one record at a time? "strive4peace" wrote: creating question records for a survey ~~~ Hi ridgerunner, thanks for the additional information since you did not specify fieldnames, I will use what I consider good, generic names and you will have to change them I am assuming your database includes tables with a structure similar to the following: Participants - ParticID, autonumber, PK - Lastname, text - firstname, text Questions - QuestionID, autonumber, PK - Question, text Surveys - SurveyID, autonumber, PK - ParticID, long, FK to Participants - SurvDate, date/time SurveyAnswers - SurvAnsID, autonumber - SurveyID, long, fk to Surveys - QuestionID, long, FK to Questions - Answer PK is Primary Key FK is Foreign Key this is a simplified example. It does not take into account that you may have multiple types of surveys with different sets of questions In SurveyAnswers, make a multi-field unique index on the combination of SurveyID QuestionID this will protect you in case questions are created twice so you do not get duplicates. (multi-field unique indexes are covered in Access Basics, link in my siggy) I am assuming that you have a main form/subform situation where the main form is based on Surveys and the subform based on SurveyAnswers, which is the table you wish to automatically fill records in create a command button on the main form to create the questions '~~~~~~~~~~~~~~~~~ 'save record if changes have been made if me.dirty then me.dirty = false 'if we are on a new record, give user a message if me.newrecord then msgbox "You are not on a current record" _ ,, "Cannot create questions" exit sub end if if isnull(me.ParticID) then msgbox "You must fill out who you are" _ ,, "Cannot create questions" me.ParticID.setFocus exit sub end if dim strSQL as string strSQL = "INSERT INTO SurveyAnswers (SurveyID, QuestionID) " _ & " SELECT " & me.surveyID _ & ", QuestionID " _ & " FROM Questions;" 'remove this line once everything works ok debug.print strSQL currentdb.execute strSQL 'make the new records show up on the subform me.subform_controlname.requery '~~~~~~~~~~~~~~~~~ substitute the Name property of your subform control for subform_controlname '~~~~~~~~~ Compile ~~~~~~~~~ Whenever you change code or references, your should always compile before executing. from the menu in a VBE (module) window: Debug, Compile fix any errors on the yellow highlighted lines keep compiling until nothing happens (this is good!) ~~~~~~~~~~~~~~~~ ** debug.print *** debug.print strSQL -- this prints a copy of the SQL statement to the debug window (CTRL-G) After you execute your code, open the Debug window CTRL-G to Goto the debuG window -- look at the SQL statement If the SQL statement has an error 1. Make a new query (design view) 2. choose View, SQL from the menu (or SQL from the toolbar, first icon) 3. cut the SQL statement from the debug window (select, CTRL-X) 4. paste into the SQL window of the Query (CTRL-V) 5. run ! from the SQL window -- Access will tell you where the problem is in the SQL Warm Regards, Crystal Access Basics 8-part free tutorial that covers essentials in Access http://www.accessmvp.com/Strive4Peace/Index.htm * (: have an awesome day * ridgerunner wrote: There will be 34 records created everytime the form is used. One of the fields will contain one of five categories and the other field will contain one of 34 questions. Since the fields reside in a master reference table in the database I thought it would be easier to append the fields from that table into new records underlying the subform. From there it would be a simple matter to add data to the remaining fields. "strive4peace" wrote: Hi ridgerunner yes, it is fine ... but I like to ask anyway so hope you don't mind If the data is the same every time, how about using the DefaultValue property of the respective controls? Also, if the user will not normally change it, then make the TabStop property = No. the user can always click in to make a change If the data changes depending on conditions, will those conditions be the same for that edit session (ie: are they dependent on date?) or will they change for different records? Warm Regards, Crystal Access Basics 8-part free tutorial that covers essentials in Access http://www.accessmvp.com/Strive4Peace/Index.htm * (: have an awesome day * ridgerunner wrote: I would rather not put my name in a public place if that is OK. The form would open and autopopulate two fields, same data every time, and then the data entry person would add the data required for the other fields in the underlying table. This would speed things up tremendously. The data would come from two fields in a table located in the same database. "strive4peace" wrote: hi ridgerunner (what is your name?) yes, of course smile can you describe a bit more about why you want to do this and where the data would come from? Warm Regards, Crystal Access Basics 8-part free tutorial that covers essentials in Access http://www.accessmvp.com/Strive4Peace/Index.htm * (: have an awesome day * ridgerunner wrote: Is it possible to append new records in a subform, as it opens, to an underlying table using only certain fields from an existing table? |
#10
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Append New Records in Subform
Yes, I do want to fill everything out. Thanks. Will this work if I have
referential integrity "on" for the relationship between the master and child links? "strive4peace" wrote: Hi ridgerunner, "this isn't a survey" the analogy is the same. I made guesses since you did not specify much. "Does the "INSERT INTO" add only one record at a time?" no, it will add all the records from the questions table since there is no criteria to limit it. I was assuming you would want to fill everything out... Warm Regards, Crystal Access Basics 8-part free tutorial that covers essentials in Access http://www.accessmvp.com/Strive4Peace/Index.htm * (: have an awesome day * ridgerunner wrote: Thanks, but this isn't a survey; it is an inspection form that is completed exactly the same way every time an inspection is completed. Does the "INSERT INTO" add only one record at a time? "strive4peace" wrote: creating question records for a survey ~~~ Hi ridgerunner, thanks for the additional information since you did not specify fieldnames, I will use what I consider good, generic names and you will have to change them I am assuming your database includes tables with a structure similar to the following: Participants - ParticID, autonumber, PK - Lastname, text - firstname, text Questions - QuestionID, autonumber, PK - Question, text Surveys - SurveyID, autonumber, PK - ParticID, long, FK to Participants - SurvDate, date/time SurveyAnswers - SurvAnsID, autonumber - SurveyID, long, fk to Surveys - QuestionID, long, FK to Questions - Answer PK is Primary Key FK is Foreign Key this is a simplified example. It does not take into account that you may have multiple types of surveys with different sets of questions In SurveyAnswers, make a multi-field unique index on the combination of SurveyID QuestionID this will protect you in case questions are created twice so you do not get duplicates. (multi-field unique indexes are covered in Access Basics, link in my siggy) I am assuming that you have a main form/subform situation where the main form is based on Surveys and the subform based on SurveyAnswers, which is the table you wish to automatically fill records in create a command button on the main form to create the questions '~~~~~~~~~~~~~~~~~ 'save record if changes have been made if me.dirty then me.dirty = false 'if we are on a new record, give user a message if me.newrecord then msgbox "You are not on a current record" _ ,, "Cannot create questions" exit sub end if if isnull(me.ParticID) then msgbox "You must fill out who you are" _ ,, "Cannot create questions" me.ParticID.setFocus exit sub end if dim strSQL as string strSQL = "INSERT INTO SurveyAnswers (SurveyID, QuestionID) " _ & " SELECT " & me.surveyID _ & ", QuestionID " _ & " FROM Questions;" 'remove this line once everything works ok debug.print strSQL currentdb.execute strSQL 'make the new records show up on the subform me.subform_controlname.requery '~~~~~~~~~~~~~~~~~ substitute the Name property of your subform control for subform_controlname '~~~~~~~~~ Compile ~~~~~~~~~ Whenever you change code or references, your should always compile before executing. from the menu in a VBE (module) window: Debug, Compile fix any errors on the yellow highlighted lines keep compiling until nothing happens (this is good!) ~~~~~~~~~~~~~~~~ ** debug.print *** debug.print strSQL -- this prints a copy of the SQL statement to the debug window (CTRL-G) After you execute your code, open the Debug window CTRL-G to Goto the debuG window -- look at the SQL statement If the SQL statement has an error 1. Make a new query (design view) 2. choose View, SQL from the menu (or SQL from the toolbar, first icon) 3. cut the SQL statement from the debug window (select, CTRL-X) 4. paste into the SQL window of the Query (CTRL-V) 5. run ! from the SQL window -- Access will tell you where the problem is in the SQL Warm Regards, Crystal Access Basics 8-part free tutorial that covers essentials in Access http://www.accessmvp.com/Strive4Peace/Index.htm * (: have an awesome day * ridgerunner wrote: There will be 34 records created everytime the form is used. One of the fields will contain one of five categories and the other field will contain one of 34 questions. Since the fields reside in a master reference table in the database I thought it would be easier to append the fields from that table into new records underlying the subform. From there it would be a simple matter to add data to the remaining fields. "strive4peace" wrote: Hi ridgerunner yes, it is fine ... but I like to ask anyway so hope you don't mind If the data is the same every time, how about using the DefaultValue property of the respective controls? Also, if the user will not normally change it, then make the TabStop property = No. the user can always click in to make a change If the data changes depending on conditions, will those conditions be the same for that edit session (ie: are they dependent on date?) or will they change for different records? Warm Regards, Crystal Access Basics 8-part free tutorial that covers essentials in Access http://www.accessmvp.com/Strive4Peace/Index.htm * (: have an awesome day * ridgerunner wrote: I would rather not put my name in a public place if that is OK. The form would open and autopopulate two fields, same data every time, and then the data entry person would add the data required for the other fields in the underlying table. This would speed things up tremendously. The data would come from two fields in a table located in the same database. "strive4peace" wrote: hi ridgerunner (what is your name?) yes, of course smile can you describe a bit more about why you want to do this and where the data would come from? Warm Regards, Crystal Access Basics 8-part free tutorial that covers essentials in Access http://www.accessmvp.com/Strive4Peace/Index.htm * (: have an awesome day * ridgerunner wrote: Is it possible to append new records in a subform, as it opens, to an underlying table using only certain fields from an existing table? |
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