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#1
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filling in primekeys through forms
I have a form that connects several tables together. The main table - say
table 1, has a prime key and that prime key is in all the other tables. When I bring up the form, the 1st record appears. I want to put in a second record and have the generated prime key of table 1 in all the associated tables so that all the information will display when the information in table1 is diesplayed. How is this accomplished? Is there a auto fill or something to have this done. (I did not see this, thus the question) Thank you. |
#2
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I really can't figure out what you are trying to do. Are the tables related?
Why do you want the same primary key (assuming that's what you mean by "prime key" in all of the tables? If the tables are related the primary key in Table1 could be the foreign key in the other tables, but I won't go too far down that road without knowing what you are trying to do. To get a helpful answer you should provide some specifics. "iputanameherealready" wrote: I have a form that connects several tables together. The main table - say table 1, has a prime key and that prime key is in all the other tables. When I bring up the form, the 1st record appears. I want to put in a second record and have the generated prime key of table 1 in all the associated tables so that all the information will display when the information in table1 is diesplayed. How is this accomplished? Is there a auto fill or something to have this done. (I did not see this, thus the question) Thank you. |
#3
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Bruce,
Thank you for your reply. Yes, the tables are related. I want the same primary key in all the tables so there is a relationship between the tables. You are correct, I used the wrong terminology - the correct terminology is foreign key (which is the primary key of table1). How do I get the foreign key filled with the value of the primary key of the main table, table1? I'm not sure what other specifics you would need that would influence the answer. If you could ask them, I will try to answer them. Craig "BruceM" wrote: I really can't figure out what you are trying to do. Are the tables related? Why do you want the same primary key (assuming that's what you mean by "prime key" in all of the tables? If the tables are related the primary key in Table1 could be the foreign key in the other tables, but I won't go too far down that road without knowing what you are trying to do. To get a helpful answer you should provide some specifics. "iputanameherealready" wrote: I have a form that connects several tables together. The main table - say table 1, has a prime key and that prime key is in all the other tables. When I bring up the form, the 1st record appears. I want to put in a second record and have the generated prime key of table 1 in all the associated tables so that all the information will display when the information in table1 is diesplayed. How is this accomplished? Is there a auto fill or something to have this done. (I did not see this, thus the question) Thank you. |
#4
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The short answer is that establishing relationships between the tables is how
a record in one table with a record or records in another. The best choice (the only choice, really) for entering and working with data is a form, but you need to start with tables and proper database design. It would help if you could describe what you need to do, providing some specifics. For instance, are you keeping track of payroll, inventory, sports teams, school grades, or what? Without knowing that I would have to say something like "suppose that the main table is for employees", when in fact you are trying to keep track of spare parts for the Mars rover. "iputanameherealready" wrote: Bruce, Thank you for your reply. Yes, the tables are related. I want the same primary key in all the tables so there is a relationship between the tables. You are correct, I used the wrong terminology - the correct terminology is foreign key (which is the primary key of table1). How do I get the foreign key filled with the value of the primary key of the main table, table1? I'm not sure what other specifics you would need that would influence the answer. If you could ask them, I will try to answer them. Craig "BruceM" wrote: I really can't figure out what you are trying to do. Are the tables related? Why do you want the same primary key (assuming that's what you mean by "prime key" in all of the tables? If the tables are related the primary key in Table1 could be the foreign key in the other tables, but I won't go too far down that road without knowing what you are trying to do. To get a helpful answer you should provide some specifics. "iputanameherealready" wrote: I have a form that connects several tables together. The main table - say table 1, has a prime key and that prime key is in all the other tables. When I bring up the form, the 1st record appears. I want to put in a second record and have the generated prime key of table 1 in all the associated tables so that all the information will display when the information in table1 is diesplayed. How is this accomplished? Is there a auto fill or something to have this done. (I did not see this, thus the question) Thank you. |
#5
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Bruce,
Ok. I am trying to build something in Access that will allow someone in a hospital to keep track of patients, what type of things they made the visit for and the medicine that was given out. This hospital is located in Ghana. It is run by the missionaries. It is not a very big hospital, but it handles about 1000 people a week. It is the only hospital for hundreds of miles around. I have the ‘main’ table called Name. The fields are as follows: Last Name, First Name, Middle name, Miscellaneous, and Name_prime_key. The prime key is called name_prime_key. This prime key will be in almost every table. The next table is named Address. The fields are as follows: Address_primary_key, address1, address2, Country and Name_primary_key. The next table is named Contact. The fields are as follows: contact_primary_key, Contact_number1, Contact_number2, contac3, and Name_priamr_key. The next table is named History. The fields are as follows: History_primary_key, date_of_vist, Reason_fir_visit, Treatment, and Name_primary_key. The next table is medicine. The fields are as follows: Medicine_prime_key, History_prime_key, and medicine_issued. The first 4 tables are connected by the primary key in the Name table, Name_prime_key. Since there is a 1 to many relationship for the history and the medicine, there is no need for the name_primary_key to be there. What I want to do is have the primary key fill in automatically when a new record is added. It simply can NOT be that hard to do. Other products fill it in automatically, or at worse there is a filed that you click on and then it is filled in automatically. I am trying to find out where or what I have to do in order to have the name_prime_key filled in automatically and then of course the history_prime_key in the medicine table. I am not sure that there is anything other information that I could provide to you. However, if you ask for more detail, I will try to provide. Your help is much appreciated. Thank you. "BruceM" wrote: The short answer is that establishing relationships between the tables is how a record in one table with a record or records in another. The best choice (the only choice, really) for entering and working with data is a form, but you need to start with tables and proper database design. It would help if you could describe what you need to do, providing some specifics. For instance, are you keeping track of payroll, inventory, sports teams, school grades, or what? Without knowing that I would have to say something like "suppose that the main table is for employees", when in fact you are trying to keep track of spare parts for the Mars rover. "iputanameherealready" wrote: Bruce, Thank you for your reply. Yes, the tables are related. I want the same primary key in all the tables so there is a relationship between the tables. You are correct, I used the wrong terminology - the correct terminology is foreign key (which is the primary key of table1). How do I get the foreign key filled with the value of the primary key of the main table, table1? I'm not sure what other specifics you would need that would influence the answer. If you could ask them, I will try to answer them. Craig "BruceM" wrote: I really can't figure out what you are trying to do. Are the tables related? Why do you want the same primary key (assuming that's what you mean by "prime key" in all of the tables? If the tables are related the primary key in Table1 could be the foreign key in the other tables, but I won't go too far down that road without knowing what you are trying to do. To get a helpful answer you should provide some specifics. "iputanameherealready" wrote: I have a form that connects several tables together. The main table - say table 1, has a prime key and that prime key is in all the other tables. When I bring up the form, the 1st record appears. I want to put in a second record and have the generated prime key of table 1 in all the associated tables so that all the information will display when the information in table1 is diesplayed. How is this accomplished? Is there a auto fill or something to have this done. (I did not see this, thus the question) Thank you. |
#6
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I assume that you have a separate address table because several people could
live at the same address. If that is the case I need to tell you that I am unsure how best to proceed. The only thing I can think of is to store AddressID in the name table, but with no relationship between the fields. You would select the address from a combo box with its row source a query based on the address table. However, that means you would need either to create the address first if there is not one in tblAddress, or the AddressID number would appear in the combo box field because it is the bound column. The bound column is the field that is stored, so if you are storing AddressID that is what you would see after making the selection from the combo box. There are ways around either of these problems, but I just don't know what is the most effective design. I also can't quite figure out what would happen if a family moves. You could create a new address, but then you would have to update each record that contained the old address, and that doesn't seem quite right somehow. I suggest you start a new thread with something like "One address, several people" as the subject line. Describe the situation just as you did in the most recent post. That is exactly the kind of information that is needed to elicit an effective response. I will be watching for the question and any replies, as it is something I would like to learn about as well. Good luck. "iputanameherealready" wrote: Bruce, Ok. I am trying to build something in Access that will allow someone in a hospital to keep track of patients, what type of things they made the visit for and the medicine that was given out. This hospital is located in Ghana. It is run by the missionaries. It is not a very big hospital, but it handles about 1000 people a week. It is the only hospital for hundreds of miles around. I have the ‘main’ table called Name. The fields are as follows: Last Name, First Name, Middle name, Miscellaneous, and Name_prime_key. The prime key is called name_prime_key. This prime key will be in almost every table. The next table is named Address. The fields are as follows: Address_primary_key, address1, address2, Country and Name_primary_key. The next table is named Contact. The fields are as follows: contact_primary_key, Contact_number1, Contact_number2, contac3, and Name_priamr_key. The next table is named History. The fields are as follows: History_primary_key, date_of_vist, Reason_fir_visit, Treatment, and Name_primary_key. The next table is medicine. The fields are as follows: Medicine_prime_key, History_prime_key, and medicine_issued. The first 4 tables are connected by the primary key in the Name table, Name_prime_key. Since there is a 1 to many relationship for the history and the medicine, there is no need for the name_primary_key to be there. What I want to do is have the primary key fill in automatically when a new record is added. It simply can NOT be that hard to do. Other products fill it in automatically, or at worse there is a filed that you click on and then it is filled in automatically. I am trying to find out where or what I have to do in order to have the name_prime_key filled in automatically and then of course the history_prime_key in the medicine table. I am not sure that there is anything other information that I could provide to you. However, if you ask for more detail, I will try to provide. Your help is much appreciated. Thank you. "BruceM" wrote: The short answer is that establishing relationships between the tables is how a record in one table with a record or records in another. The best choice (the only choice, really) for entering and working with data is a form, but you need to start with tables and proper database design. It would help if you could describe what you need to do, providing some specifics. For instance, are you keeping track of payroll, inventory, sports teams, school grades, or what? Without knowing that I would have to say something like "suppose that the main table is for employees", when in fact you are trying to keep track of spare parts for the Mars rover. "iputanameherealready" wrote: Bruce, Thank you for your reply. Yes, the tables are related. I want the same primary key in all the tables so there is a relationship between the tables. You are correct, I used the wrong terminology - the correct terminology is foreign key (which is the primary key of table1). How do I get the foreign key filled with the value of the primary key of the main table, table1? I'm not sure what other specifics you would need that would influence the answer. If you could ask them, I will try to answer them. Craig "BruceM" wrote: I really can't figure out what you are trying to do. Are the tables related? Why do you want the same primary key (assuming that's what you mean by "prime key" in all of the tables? If the tables are related the primary key in Table1 could be the foreign key in the other tables, but I won't go too far down that road without knowing what you are trying to do. To get a helpful answer you should provide some specifics. "iputanameherealready" wrote: I have a form that connects several tables together. The main table - say table 1, has a prime key and that prime key is in all the other tables. When I bring up the form, the 1st record appears. I want to put in a second record and have the generated prime key of table 1 in all the associated tables so that all the information will display when the information in table1 is diesplayed. How is this accomplished? Is there a auto fill or something to have this done. (I did not see this, thus the question) Thank you. |
#7
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Bruce,
The separate address table allows the people to move from 1 villiage to another. I did not want a many to many relationship. we could probably have a whole discussion about that, and yes that 'should' probably be under another subject. Getting back to the original subject, which is hard to keep on at times, how does one fill in the foreign keys on tables in a form, or as I put it the first time - filling in the prime keys through a form? Can you help with that question? I have provided all the answers to what you asked, although I could not see what those questions had to do with the getting to the answer, I provided them to you. Will you help me with this issue? I know that the answer MUST be simple or this would not be such a hard thing to answer. Most products do this automatically, and as such, I thought that MS would do the same thing. Perhaps they do and I just have something very simple set up wrong, which is what I expect. I know that answer is there somewhere and that I just missed it somehow. Craig "BruceM" wrote: I assume that you have a separate address table because several people could live at the same address. If that is the case I need to tell you that I am unsure how best to proceed. The only thing I can think of is to store AddressID in the name table, but with no relationship between the fields. You would select the address from a combo box with its row source a query based on the address table. However, that means you would need either to create the address first if there is not one in tblAddress, or the AddressID number would appear in the combo box field because it is the bound column. The bound column is the field that is stored, so if you are storing AddressID that is what you would see after making the selection from the combo box. There are ways around either of these problems, but I just don't know what is the most effective design. I also can't quite figure out what would happen if a family moves. You could create a new address, but then you would have to update each record that contained the old address, and that doesn't seem quite right somehow. I suggest you start a new thread with something like "One address, several people" as the subject line. Describe the situation just as you did in the most recent post. That is exactly the kind of information that is needed to elicit an effective response. I will be watching for the question and any replies, as it is something I would like to learn about as well. Good luck. "iputanameherealready" wrote: Bruce, Ok. I am trying to build something in Access that will allow someone in a hospital to keep track of patients, what type of things they made the visit for and the medicine that was given out. This hospital is located in Ghana. It is run by the missionaries. It is not a very big hospital, but it handles about 1000 people a week. It is the only hospital for hundreds of miles around. I have the ‘main’ table called Name. The fields are as follows: Last Name, First Name, Middle name, Miscellaneous, and Name_prime_key. The prime key is called name_prime_key. This prime key will be in almost every table. The next table is named Address. The fields are as follows: Address_primary_key, address1, address2, Country and Name_primary_key. The next table is named Contact. The fields are as follows: contact_primary_key, Contact_number1, Contact_number2, contac3, and Name_priamr_key. The next table is named History. The fields are as follows: History_primary_key, date_of_vist, Reason_fir_visit, Treatment, and Name_primary_key. The next table is medicine. The fields are as follows: Medicine_prime_key, History_prime_key, and medicine_issued. The first 4 tables are connected by the primary key in the Name table, Name_prime_key. Since there is a 1 to many relationship for the history and the medicine, there is no need for the name_primary_key to be there. What I want to do is have the primary key fill in automatically when a new record is added. It simply can NOT be that hard to do. Other products fill it in automatically, or at worse there is a filed that you click on and then it is filled in automatically. I am trying to find out where or what I have to do in order to have the name_prime_key filled in automatically and then of course the history_prime_key in the medicine table. I am not sure that there is anything other information that I could provide to you. However, if you ask for more detail, I will try to provide. Your help is much appreciated. Thank you. "BruceM" wrote: The short answer is that establishing relationships between the tables is how a record in one table with a record or records in another. The best choice (the only choice, really) for entering and working with data is a form, but you need to start with tables and proper database design. It would help if you could describe what you need to do, providing some specifics. For instance, are you keeping track of payroll, inventory, sports teams, school grades, or what? Without knowing that I would have to say something like "suppose that the main table is for employees", when in fact you are trying to keep track of spare parts for the Mars rover. "iputanameherealready" wrote: Bruce, Thank you for your reply. Yes, the tables are related. I want the same primary key in all the tables so there is a relationship between the tables. You are correct, I used the wrong terminology - the correct terminology is foreign key (which is the primary key of table1). How do I get the foreign key filled with the value of the primary key of the main table, table1? I'm not sure what other specifics you would need that would influence the answer. If you could ask them, I will try to answer them. Craig "BruceM" wrote: I really can't figure out what you are trying to do. Are the tables related? Why do you want the same primary key (assuming that's what you mean by "prime key" in all of the tables? If the tables are related the primary key in Table1 could be the foreign key in the other tables, but I won't go too far down that road without knowing what you are trying to do. To get a helpful answer you should provide some specifics. "iputanameherealready" wrote: I have a form that connects several tables together. The main table - say table 1, has a prime key and that prime key is in all the other tables. When I bring up the form, the 1st record appears. I want to put in a second record and have the generated prime key of table 1 in all the associated tables so that all the information will display when the information in table1 is diesplayed. How is this accomplished? Is there a auto fill or something to have this done. (I did not see this, thus the question) Thank you. |
#8
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On Thu, 7 Apr 2005 08:39:10 -0700, "iputanameherealready"
wrote: Getting back to the original subject, which is hard to keep on at times, how does one fill in the foreign keys on tables in a form, or as I put it the first time - filling in the prime keys through a form? Can you help with that question? By using a Form for the main table, a Subform for the related table, with the Primary Key as the Master Link Field and the foreign key as the Child Link Field, typically. John W. Vinson[MVP] |
#9
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Ignoring address for a time and looking at names and history, your table
structure would be something like this: tblName NameID (primary key, or PK) - use autonumber as the data type FirstName LastName etc. tblHistory HistoryID (PK) - autonumber NameID (foreign key, or FK) - use Number as the data type VisitDate Reason etc. Click Tools Relationships. In the Relationships window select each table and click add. Close the box. Drag NameID from one table to the other, and drop it on NameID in the second table. Click Enforce Referential Integrity, then Create. Close the Relationships window. Make a form (frmNames) based on tblNames. Better yet, make a query (qryNames)based on tblNames, sort the names alphabetically, and base the form on the query. You can also use a query to combine FirstName and LastName. Help has more on that if you are interested, but it's not to the immediate point. To base the form on either the table or the query, select Create Form in Design View in the database window. A blank form will show up. Double click the small box with a solid rectangle in the middle at the top left of the form. It is where the rulers would intersect. That will open the form's property sheet. Click the Data tab, click Record Source, click the down arrow, and select the table or query. A list of fields will appear in their own box. Drag the fields you need onto the form. You needn't drag NameID and such. They are part of the form's record set, whether or not they appear on the form. Leave room on the form for history, and save the form. Repeat the process to build a form based on tblHistory. Save it as fsubHistory. Go to the database window (the window with tabs for forms, queries, etc. that appears when you start Access). Pressing F11 should bring it to the front. With frmNames open in Design view, drag the icon for fsubHistory onto frmNames. Switch to form view and take a look. Try entering some names and histories. You do not need to enter primary keys or foreign keys. The autonumber PKs are assigned automatically. If you create a record, then start to create another record but stop before you have entered any data, it will still "use up" a number. Later, when you go back to enter a new record you will see that the first record is 1 and the new one is 3. 2 is gone. It doesn't matter. If you need a sequential number there are ways of doing that, but let's not get into that just now. The autonumber PK is assigned automatically as soon as you start a new record. When you add a record to History (fsubHistory is the subform to frmNames), it will automatically, because of the relationship between the tables, have NameID filled in for the FK field. Your don't need to do anything else to make this happen. If NameID is 1, every record created in fsubHistory will also have 1 in the NameID field. Those history records will always be associated with that Name record. No other History records will have the same number for NameID. You could do the same general process to establish a relationship between History and Medicines. The Medicine form would be a subform of the History form, which is in turn a subform of the Name form. These are nested subforms, like one of those Russian wooden dolls. There are lots of additional features, like using a combo box to select a name and view all of the related information (rather than having to scroll through all of the records to find a name). If the basic design works we can get to that. I'm still not quite sure what's going on with the Address table. Address is often part of something like a Patient table, along with name and other personal information unique to an individual. "iputanameherealready" wrote: Bruce, The separate address table allows the people to move from 1 villiage to another. I did not want a many to many relationship. we could probably have a whole discussion about that, and yes that 'should' probably be under another subject. Getting back to the original subject, which is hard to keep on at times, how does one fill in the foreign keys on tables in a form, or as I put it the first time - filling in the prime keys through a form? Can you help with that question? I have provided all the answers to what you asked, although I could not see what those questions had to do with the getting to the answer, I provided them to you. Will you help me with this issue? I know that the answer MUST be simple or this would not be such a hard thing to answer. Most products do this automatically, and as such, I thought that MS would do the same thing. Perhaps they do and I just have something very simple set up wrong, which is what I expect. I know that answer is there somewhere and that I just missed it somehow. Craig "BruceM" wrote: I assume that you have a separate address table because several people could live at the same address. If that is the case I need to tell you that I am unsure how best to proceed. The only thing I can think of is to store AddressID in the name table, but with no relationship between the fields. You would select the address from a combo box with its row source a query based on the address table. However, that means you would need either to create the address first if there is not one in tblAddress, or the AddressID number would appear in the combo box field because it is the bound column. The bound column is the field that is stored, so if you are storing AddressID that is what you would see after making the selection from the combo box. There are ways around either of these problems, but I just don't know what is the most effective design. I also can't quite figure out what would happen if a family moves. You could create a new address, but then you would have to update each record that contained the old address, and that doesn't seem quite right somehow. I suggest you start a new thread with something like "One address, several people" as the subject line. Describe the situation just as you did in the most recent post. That is exactly the kind of information that is needed to elicit an effective response. I will be watching for the question and any replies, as it is something I would like to learn about as well. Good luck. "iputanameherealready" wrote: Bruce, Ok. I am trying to build something in Access that will allow someone in a hospital to keep track of patients, what type of things they made the visit for and the medicine that was given out. This hospital is located in Ghana. It is run by the missionaries. It is not a very big hospital, but it handles about 1000 people a week. It is the only hospital for hundreds of miles around. I have the ‘main’ table called Name. The fields are as follows: Last Name, First Name, Middle name, Miscellaneous, and Name_prime_key. The prime key is called name_prime_key. This prime key will be in almost every table. The next table is named Address. The fields are as follows: Address_primary_key, address1, address2, Country and Name_primary_key. The next table is named Contact. The fields are as follows: contact_primary_key, Contact_number1, Contact_number2, contac3, and Name_priamr_key. The next table is named History. The fields are as follows: History_primary_key, date_of_vist, Reason_fir_visit, Treatment, and Name_primary_key. The next table is medicine. The fields are as follows: Medicine_prime_key, History_prime_key, and medicine_issued. The first 4 tables are connected by the primary key in the Name table, Name_prime_key. Since there is a 1 to many relationship for the history and the medicine, there is no need for the name_primary_key to be there. What I want to do is have the primary key fill in automatically when a new record is added. It simply can NOT be that hard to do. Other products fill it in automatically, or at worse there is a filed that you click on and then it is filled in automatically. I am trying to find out where or what I have to do in order to have the name_prime_key filled in automatically and then of course the history_prime_key in the medicine table. I am not sure that there is anything other information that I could provide to you. However, if you ask for more detail, I will try to provide. Your help is much appreciated. Thank you. "BruceM" wrote: The short answer is that establishing relationships between the tables is how a record in one table with a record or records in another. The best choice (the only choice, really) for entering and working with data is a form, but you need to start with tables and proper database design. It would help if you could describe what you need to do, providing some specifics. For instance, are you keeping track of payroll, inventory, sports teams, school grades, or what? Without knowing that I would have to say something like "suppose that the main table is for employees", when in fact you are trying to keep track of spare parts for the Mars rover. "iputanameherealready" wrote: Bruce, Thank you for your reply. Yes, the tables are related. I want the same primary key in all the tables so there is a relationship between the tables. You are correct, I used the wrong terminology - the correct terminology is foreign key (which is the primary key of table1). How do I get the foreign key filled with the value of the primary key of the main table, table1? I'm not sure what other specifics you would need that would influence the answer. If you could ask them, I will try to answer them. Craig "BruceM" wrote: I really can't figure out what you are trying to do. Are the tables related? Why do you want the same primary key (assuming that's what you mean by "prime key" in all of the tables? If the tables are related the primary key in Table1 could be the foreign key in the other tables, but I won't go too far down that road without knowing what you are trying to do. To get a helpful answer you should provide some specifics. "iputanameherealready" wrote: I have a form that connects several tables together. The main table - say table 1, has a prime key and that prime key is in all the other tables. When I bring up the form, the 1st record appears. I want to put in a second record and have the generated prime key of table 1 in all the associated tables so that all the information will display when the information in table1 is diesplayed. How is this accomplished? Is there a auto fill or something to have this done. (I did not see this, thus the question) Thank you. |
#10
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BruceM wrote: NameID (primary key, or PK) - use autonumber as the data type Autonumber (autoincrement, IDENTITY, etc) is a property, not a data type. A data type is also required, usually INTEGER but could be other numeric types including, bizarrely, CURRENCY. make a query (qryNames)based on tblNames, sort the names alphabetically, So if your suggested major use of the table is to sort on names alphabetically, a better choice of primary key would be (LastName, FirstName, NameID) in that order. Remember that the meaning of 'primary key' in MS Access/Jet is different from other SQL products i.e. it determines the physical order on disk. Building your table's physical order on an incrementing INTEGER (or a random CURRENCY value, perhaps g) then sorting on other columns each time you use it may not be the best advice. If you want to use NameID as a foreign key in another table then create a separate, single-column UNIQUE constraint/index. Ensure you are attaching the correct meaning to 'primary key'. Also, 'FK references PK' is not a requirement: for a FK, any UNIQUE key will do. Jamie. -- |
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