I've searched the web and this site but have not seen an answer to my particular question. I want to produce a report based on the current record (easy), but with the primary key as the Where Condition (not so easy). I'm hoping to use the macro builder and avoid VBA, if possible.
In the macro builder, I can easily get this done by inputting "[First Name]=[Reports]![Contracts]![First Name]" in the Where Condition. 'First Name' is just a regular field present in both my main table and the report. However, customer names can change easily so I'm hoping I can use the primary key "Id", as that should be a more reliable and unchanging value. But if I try with "[Id]=[Reports]![Contracts]![Id]", I get the whole 'Enter a Parameter' dialog (and even if I input the Id value, it just outputs every record).
Why does this work with the First Name field but not the Id field? Is it because Access doesn't like to use primary keys for the Where Condition? If I use the expression builder, Access will recognize the Id field as present in my report and (therefore, I would think) as usable for this purpose. I'm assuming I'm missing something on the left of the equal sign? I've tried with Me. and Me! before and inside the brackets, but nothing. I've also tried stuff like "[Tables]![Main]![Id]=[Reports]![Contracts]![Id]" and "[Main]![Id]=[Reports]![Contracts]![Id]".
You could try creating a temporary variable and pass that to the open report action.
For example, let's say you want to open a report for a record when the user clicks on the field 'First Name' for that record in datasheet view. Your On Click embedded macro would be:
SetTempVar
Name tmpID
Expression = [Id]
OpenReport
Report Name Contracts
View Report
Filter Name
Where Condition = [Id]=[TempVars]![tmpID]
Window Mode Dialog
RemoveTempVar
Name tmpID
Related
I have a form with two dependent comboboxes (the second loads its values depending on what is selected in the first one). The second combobox uses this query in its RecordSource property
select... where id = [Forms]![MyForm]![myField]
My problem is that I choose the myField in the expression builder and so it allegedly generates the bracketed part correctly, but when I run the form Access doesn't understand it and always prompts for a parameter named with that expression [Forms]!...etc.
Solved as per post comments by Gustav:
Try specifying the field only: select... where id = [myField].
Using Report Builder 3.0 against cubes which are produced overnight.
The report I'm designing is used to archive or transfer (physical) files for patients. Users run the report, print it & then attach it to files that are then sent to a central area which will archive/send the files on.
The report has a number of parameters which is designed to return a single patient. This all works fine.
One of the parameters (#prmReason) is a single choice on what is to happen to the files, eg, "Transfer" (transfer files to another office), "Archive - closed", "Archive - deceased", "Archive - excess" (office space is limited, so staff archive off 'older' files).
One of the fields returned is CloseReason. This field always has a value. If the field is empty in the database (as the client hasn't closed), then it will contain the value: "Unknown".
This field (amongst others) are either displayed or hidden, depending on #prmReason. Again - all working without a problem.
Now for the tricky bit.
If the #prmReason = "Archive - closed" or "Archive - deceased" then the report will display CloseReason.
The problem is if CloseReason = "Unknown" then I need to know the why the file is closed & display it on the report.
I want users to be able to choose a value from a list of closure reasons. I then want the choice to be displayed on the report. Obviously if there is a genuine reason then display this value.
So the effect I'm after is:
User selects parameters & runs report.
Report then checks to see why report is being run (eg #prmReason).
If #prmReason =("Archive - closed" OR "Archive - deceased") AND CloseReason = "Unknown"
Then somehow produce a list of CloseReasons that the user can select. This value is then displayed on the report.
I can even cope with it being a free text field. Just something so that the central area can update the database if necessary & save a phone call/email etc.
(Yes, I realise that I can have the list as a series of tickboxes that the user ticks after the report is printed, but this would be a useful ability in other reports).
EDIT: empty value of CloseReasons conflicted with stackoverflow formatting (sorry didn't review post properly). Value is actually less then symbol then the word Unknown and then greater than symbol. It doesn't really affect the problem
You could add an additional hidden parameter.
If this parameter is not set then display an small table on your report that has a list of CloseReasons.
You then set table cell's action property to open the a report, choose your existing report as the report to open but this time you can pass a value for the final parameter, which, as well as displaying the Close reason in your report, would also hide the close reason choices table described above.
UPDATE To make clear more clear.
The following is based on the Northwind sample database. I have a shared data source pointing to this database.
Create new report.
Add a data source pointing to the shared Northwind data source
Add a new data set pointing to the data source above with the following query
SELECT
EmployeeID,
FirstName, LastName, Address, City, Country, Title, Notes
FROM Employees
WHERE EmployeeID = #EmployeeID
Add some of the fields to the report to show some basic info.
We now have a simple report with a single parameter #EmployeeID
Next we want to show some actions for each employee. For flexibility, I'm making this list dynamic based on the employee's Country. This list could be static.
Create a new dataset dsActions with the following query
DECLARE #actions TABLE(ActionID int, ActionLabel varchar(20))
-- Get employees country
DECLARE #Country varchar(20) = (SELECT Country FROM Employees WHERE EmployeeID = #EmployeeID)
IF #Country = 'UK'
BEGIN
INSERT INTO #actions VALUES
(1,'Sack them'),
(2,'Buy them a pint'),
(3,'Promote')
END
ELSE
BEGIN
INSERT INTO #actions VALUES
(1,'Fire them'),
(2,'High 5 them'),
(3,'Ask them to run for office')
END
SELECT * FROM #actions
Add a table to the report to show these values.
At the moment my design looks like this. (All the expressions are simple fields from the first dataset to show the employee details, nothing special)
And when I run it I get this.
OK, now all the basics are done, we need to be able to call this report again, but with an action already chosen. We'll make the actions table clickable and pass the action's label to the report.
It's the same report, we will only ever have a single report.
First, add a new parameter called action to the report and make it hidden. Add a default value of 'noaction'.
Next we want to only show our actions table if the action parameter is set to 'noaction'. To do this, set the Hidden property of the action table (tablix) to the following
=Parameters!action.Value <> "noaction"
Next we want to add a text box that displays the result action parameter, but only when the action parameter is not noaction.
So add a text, set it's expression to =Parameters!action.Value and the hidden property to =Parameters!action.Value = "noaction"
Finally, we need to make our actions list call our report but with a specific action. To do this we need to modify the actions table.
First save the report, whatever name you choose is the name you will select as the target report as the report will call itself.
Right-click the cell that contains the ActionLabel and go to the text box properties.
Select the Action tab and then choose "Go to report". Choose the name of the report you are currently working on (this actual report as the report will call itself).
Set EmployeeID parameter to [#EmployeeID] and the action parameter to [ActionLabel]
I've used the label for simplicity but you could pass the ActionID as long as you account for this in the text box that displays the action.
Optionally you could format the text so it looks like a link,
The final design and action/parameter setup looks like this
When I first run the report I get the following...
As soon as I click one of the actions, I then get this...
Hopefully that's clear now.
I am not sure if this is possible in Report Builder or not. I want to put a text box in a Report Builder report and then search the database for a specific person and display that in a subreport. Is this possible and, if so, how would you suggest I do it? I have tried researching it online without success.
This part will produce a parameter into which your user can type whatever they want
You need to set up your report to use parameters. You can set these parameters up to require user input either from manual entry or by picking from a pre-defined list.
Assuming you are returning your data using a SQL query, you can then reference these parameters in your dataset script. If for example you had a parameter called FirstName and another called Surname, and you only wanted to return values in your data set that matched both exactly, you would reference these parameters like so:
select PersonID
,FirstName
,Surname
,OtherDetails
from PersonTable
where FirstName = #FirstName
and Surname = #Surname
If you would rather have more of a 'search' type function, you can use the SQL like operator and wildcards, though bear in mind this will have a potentially very detrimental effect on your query performance:
select PersonID
,FirstName
,Surname
,OtherDetails
from PersonTable
where FirstName like '%'+#FirstName+'%'
and Surname like '%'+#Surname+'%'
This part shows you how to change that parameter so it provides a drop down menu. This part is optional.
If you want to provide a list of available options to select from, you can create a parameter that has a list of 'Available Values'. These can either be manually typed in by yourself - hard coding them in to the report design - or you can make them data driven by basing the parameter on a second dataset.
To get that list of people, you would want to return the ID of the person you are looking for as well as the details that are end-user friendly to be visible in the report:
-- select distinct so we have no duplicates
select distinct PersonID as Value -- Value is what is used to the query. This ideally will be a uniquye identifier
,FirstName
+ ' '
+ Surname as Label -- Label is what the user sees. This can be a bit more verbose and detailed
from PersonTable
order by Surname -- Specify how you want the options ordered
,FirstName
If you set this dataset as the source by selecting Get Values From A Query in the parameter options, you will see the drop down list appear when you run the report. Users can then select one, click Run Report and have their selection impact the data that is returned.
I have a report I need to develop where all Quotes should be listed where a specific Product is present. The product can be identified based on Product ID/Price/Product Name etc. I was looking to develop one report where all there fields are present as part of a dropdown. When the user selects one value such as Product ID and enters a value in the text box next to the ID, the report is filtered on this parameter. If the user selects name, the name can be entered in the text box and the report is filtered based on the Vendor ID etc.
Is there a way to do this? I have the parameters showing up next to each other instead.
It is doable if I understand correctly and here are the steps for achieving your report purpose.
I will use a simple query as an example data set for your reference.
1.Create source and datasets, in this example I skip the data sources and here is the short query for my exmaple
SELECT * FROM Table
WHERE
(ID = #ID or #ID = '')
and
(Name = #Name or #Name = '')
2.Add another dataset named Control, the query for Control is:
SELECT 'ID' as option
UNION
SELECT 'Name' as option
The purpose of creating this dataset is to provide the available values later when you need to choose either name or ID.
3.After step1, you should already have two parameters generated by system, which are ID and Name, if not, create them by yourself and go to each parameter page, DO MAKE SURE CHECK Allow blank value''
4.Create the 3rd parameter called Control, go to parameter setting page, go to Available Values, Choose Control dataset, Choose option (which is the customize column name you set in Controldataset) for both Value field and Label field
5.Go to ID parameter setting page, go to Default Values, choose Specify values, click fx, type this:
=Switch(Parameters!Control.Value="Name","")
Click ok
6.Go to Name parameter setting page, go to Default Values, choose Specify values, click fx, type this:
=Switch(Parameters!Control.Value="ID","")
Click ok
The ID and Name expression are correct, not set wrong
7.Change the parameter order to make Control on the VERY TOP, no matter ID or Name comes for the 2nd, but Control should be in the 1st place.
8.Drag and drop a table, place Name and ID. Preview the report, at this time, only Control will be available for you to choose value, choose either ID or Name to see the difference. When you choose ID, Name will be gray out, only ID light up and type any ID you want, actually, what the system does internally is passing the "" (blank value) to Name, that is why you need to make sure the Name parameter could accept blank value. Same for selecting Name
Update me if you have any run time issue
Running Microsoft Office 365, Windows 7 Enterprise.
When working with a test table in datasheet view, a data macro will not detect when the “Status” field changes. The data macro works properly as long as the ‘Allow Multiple Values’ attribute is set to NO. But the function “Updated” does not detect a field value change when the ‘Allow Multiple Values’ attribute is set to YES.
Tbl_TEST:After Update – data macro
If Updated(“Status”) Then
SetLocalVar
Name: RecordID
Expression: =[tbl_TEST].[RecordID]
Else
StopMacro
End If
Look Up A Record In tbl_TEST
Where Condition: =[tbl_Test].[RecordID]=[RecordID]
EditRecord
SetField
Name: tbl_TEST.StatusChange_TS
Value: =Now()
End EditRecord
I tried the following technique, but it too does not detect a change in the “Status” field with multiple values.
If [tbl_TEST].[Status]<>[Old].[Status] Then
Any help would be appreciated.
Data Macros do not support reading of Multi-Valued fields (or attachment fields). If you were to try to log the values using a LogEvent action you will get the following error ( my field is AllPlans)
The field '[AllPlans]' could not be read because it is a multi-value or attachment field.
I suggest doing it the old-fashioned way, using a sub-table, with Multi-Part Key and multiple data rows. Then deal with the changes in that table.
Art