I'm having an issue with a control I've built into a dashboard used by our medical credentialing staff.The control is a combobox in a contracting subform that is within a demographic form, the primary key in the demographic form is ProviderId, this is also the foreign key in the contracting table in this relationship.
The combobox is built to allow the association of a ProviderId (an identifier for medical staff) and TINLevelEntityId (an identifier for practices) where there is a documented association already established between the provider and the practice in a junction table that serves that purpose.
I'm able to restrict the values that populate in the combo box appropriately by using criteria in the underlying query that only returns values where the ProviderId in the controls row source is equivelant to the ProviderId in the enclosing form. My issue is that when I navigate to a new record the control does not reset and the values that appeared for the first provider continue to reappear for all other providers. I've tried using the requery command in an after update event but it doesn't seem to want to work. I've tried a few different approaches and am stumped. Would appreciate some help.
Related
I have an access database that holds medical information. It holds quite a bit of information so i have grouped like fields together into individual tables and linked them using a common primary key. I have created a tab style form with subforms on each tab.
Some of these subforms contain fields from only one table, however there are a few subforms where i have included fields from more than one table.
For example, i have a table that holds blood transfusion data and a table that holds patient characteristics. Some Fields from the blood transfusion table and patient characteristics table are in the same subform, but I also have fields from both these tables in other subforms.
When i try to insert data into the sub-forms with fields from multiple tables i get the following errors..
update or cancelupdate without addnew or edit
and
The changes you requested to the table were not successful because
they would create duplicate values in the index, primary key or
relationship. Change the data in the field or fields that contain
duplicate data, remove the index, or redefine the index to permit
duplicate entries and try again.
From researching the problem i gather this is because access is trying to create a new record for both tables, but if a record has already been created with that primary key (from inserting data into a previous subform) it won't edit the existing record.
Does anyone know how to get access to edit the existing record in this instance instead of trying to add a new record? I have basic skills in VBA but this is a bit past my level of experience.
Any suggestions would be greatly appreciated.
I used have a whole long response about split forms instead but I was having a horrible time getting it to work. So here is my new and improved answer for using subforms.
Here is a link with sub form info if you want to brush up for your purposes https://support.office.com/en-us/article/Create-a-form-that-contains-a-subform-a-one-to-many-form-ddf3822f-8aba-49cb-831a-1e74d6f5f06b
Step 1
Make sure your main form is bound to the right table.
For my purposes I used a single combo box on my main form to search with. Make sure all the field parameters on your combo box are correct. This includes making sure the Row Source is correct and that you DO NOT have a control source entered.
Step 2
Don't press enter after making a selection in the combo box. To prevent people from hitting enter I created a dummy button at the bottom that says "Save and Refresh" but all it does it create a message window that pops up with "Save Successful". I find hitting enter creates the first error you keep getting. I'm not sure how to address this in a more sophisticated way yet.
Anything else that comes up I will add later.
In a Related Tables, you need to enter a FK to link to the parent table.
You either key in the FG from memory !!!!!! or use help.
The standard procedure is to design the field as combo box AND use SQL to select the field that will help to input the ID of the parent table. So, if you want to input foreign key 3 , the combo box will display what 3 is then when you selected Access will insert 3 for you.
My question is since I can later on, edit the table and change the the value to another value, and mess the whole thing up!!! HOW can I lock my first choice so it will stay unedited ?
My second question is: Is this the only way to input the FK if you do not remember the exact ID number or there are thousands of records in the parent table.?
Re. #1
In Access 2010 you could use a trigger to check whether the value has been used in another table as a FK and not allow the change. In previous versions all you could do, would be to hide the navigation pane or make the table hidden.
Re. #2
You could use a listbox (basically the same idea as a combobox).
You could include the lookup table in the underlying query, but then there is more danger of the values getting changed, which is exactly what you were worried about in the first question.
Stick with the combobox.
You can create different versions of a form. One might have Allow Edits, No, another might be Data Entry, Yes, meaning that it can only be used to create new records.
However, suppose someone is creating a new record and they select the wrong FK by mistake. How can they correct this? You could use VBA to produce a confirmation dialog in the first instance, and perhaps an Undo button where VBA would deliberately perform the Undo. Access 2010 also has Data Macros (equivalent to triggers) that you might use to store the old and new values, and other information, when a user changes a FK value.
Access does not implement user-level security, so the user can still open and change data in the raw-data tables. You should, however, have enforced referential integrity on the table-join, so that a user cannot enter a FK that doesn't already exist as a PK in the related table.
In summary, you could add additional columns to the combobox to help the user select the correct item, and you might consider an additional confirmation dialog (a MsgBox) before a record is saved into the data-table. But you cannot prevent people from making mistakes. (Enforcing Referential Integrity will prevent nonsense data from being entered.)
Second question:
A combobox (or possibly a listbox) is the easiest way for users to enter a FK value, without relying on memory. An alternative would be to use a button (or other control and event) that opens a secondary form. This form might have some filtering features to help the user find the correct FK value. When this form is closed you would then need to write some code to update the relevant control on the main form.
I am creating a subform (in datasheet view) based on a query (qryClientEmployment) to display employment history for the client whose information is stored in the parent form (frmClientInformation). frmClientInformation is based on another query (qryClientInformation).
I have a filter on qryClientEmployment to select records based on the client ID field displayed on the parent form (frmClientInformation).
I WANT to be able to add new employment records to the subform and have access autofill the client ID based on the ClientID field on the parent form.
I have tried, without luck, setting the default value on the Client ID field on the table (which stores Client Employment history) equal to form!frmClientInformation!txtID.
I’m new to Access and am stumped.
When you are new to Access, it is nearly always best to use the wizard to create controls. In this case, it would have offered you the option of adding Link Child Fields and Link Master Fields, and these are what you need. You can edit these properties for the subform control, but you must be careful to select the control, not the form contained. Link child fields will be completed with data from the parent form master field, a misleading name, because the link master field can be a control. You can have multiple link child and master fields separated by semi-colons.
Do yourself a favour and change from datasheet to continuous form, you will have much more control.
I have a form in MS Access 2010 with two sub forms in it. I've defined one-to-one relationship with the tables behind the forms. Both the sub-forms should be used to create a record in corresponding tables and then update the foreign key in the parent form. But when I fill the sub-form first, an entry is created in the corresponding table but the foreign key doesn't get updated. Shouldn't this happen automatically? Or should I add code for updating parent form's field?
Also when I start filling the main form first and then jump to any of the sub-form, I get the following error message:
"You must enter a value in the 'Activations.dbBoxID' field" (Activations is the main form here and dbBoxID is the foreign key field.)
Another issue is that I don't want sub-forms to update the corresponding tables until an entry in main table is also created (i.e. all required fields in main form are also filled).
I am new to MS Access. Any help would be really appreciated!
The concept you are missing here, and what's not being explained to you is that when you build a master to child relationship in access, you can model these relationships with forms and a sub form, but you base the forms on the actual tables and not queries that are an result of joining those tables together.
In other words, your master form should be based on the main or parent table. DO NOT join in the child table. I'm going to repeat this again: do not join in the child table.
So you can base the master or main form on a query, but when you do so, do not join in the child table in that query. In fact, in most cases there is really no advantage to using and basing a form on a query anyway. Simply create the form, and base it on the table.
The SAME ADVICE applies for the child form. You base the child form on the child table. You DO NOT use a query with a join.
The reason why you're getting error messages is because you have a query for the main form that is based on two tables. With an enforced relationship, when your focus switches from the main form to the child form, a record save of the main form occurs, and thus you're getting the error message.
So your error and problem is due to you basing a form on a query that is a join of two tables when it is not needed in this case.
A form with subforms works better if the data in the parent form are entered first. Then the subforms can be joined on the parent_key to foreign_key in each table without any code.
If you want to let users enter records in subforms first, don't update them until the parent form is completed/saved, you're going to need to do some coding. Not sure why you need/want to do that?
A client form with bills and payments subforms, for example you would enter enough client data to create a record. Then bills and/or payments can then be entered.
I'm working on a Microsoft Access application for a summer camp to track which entities have signed up for which activities. There is a form for editing an entity's information. I would like to add to that form a list of all activity options. By each option should be a checkbox. When the checkbox by an option is checked, a entry should exist in the many-to-many junction table linking the entity with the activity.
Google offered some examples of building many-to-many forms but none (at least that I found) showing how to provide a full list of options with checkboxes.
How would I do this?
Database Table Layout:
Entity (EntityID, first name, last name, etc.)
Activity (ActivityID, activity name)
Entity_Activity (EntityID, ActivityID)
One way to do this:
Create a new entry in the Activity
table.
Manually insert one checkbox
per activity on the form.
Register
an onClick handler on each checkbox
that adds the appropriate row to the
junction table when tje checkbox is
checked and removes the appropriate
row when the checkbox is deselected.
I was hoping for an approach that didn't require manually laying out the form. With this method, every time a new activity is added, the form must be modified. Oh well....
Instead of check-boxes, the more natural way to do it with MS Access would be to have a list of activities (in a sub form) that each entity is signed up for. Activities would get added from a pull down list (and perhaps an Add button), and removed with a Remove button. With a clever query, you limit that list to only activities that the entity doesn't have yet.
Alternately, you could go with the checkboxes, but you'll have to modify your table layout slightly. Entity_Activity would need a third field (SignedUp, yes/no). You would then have to populate every Entity_Activity combination when you created a new Entity. However, if you should happen to add another Activity later on, you'll have to go through some hoops to get all the existing Entity's entries updated.