Getting Records from Table in Access - ms-access

Question

I have this requirement where I have to check the data based on data given in other fields. I have table with 'N' fields. I should allow user to select 4 fields which are from the table. And then I should get all other fields of that particular record and display it to the user so that he can verify that the data he entered into table is correct. Please help.
Thanks

Answer 1

I have a clearer understanding now of what you require - hopefully this is what you need:
Assume you have a table called 'Phones'
The phones table has three primary fields: Manufacturer, Operating System, and Carrier
In addition to these primary fields there are secondary "spec" fields. For now we have three: ScreenSize, Frequencies, and Price.
I create a form with three combo boxes: ManufacturerFilter, OperatingSystemFilter, and CarrierFilter.
Each combo box's row source is similar to:
SELECT Carrier FROM Phones GROUP BY Carrier ORDER BY Carrier;
Where Carrier is replaced by Manufacturer and [Operating System] respectively.
I then add in all of the secondary fields, each bound to their own respective field.
You can also add in a button called "Retrieve" for now leave the click code blank.
At this point you have a few options. I'll highlight two, but both options will require the following procedure:
Private Function FilterStr() As String
Dim myFilterStr As String
' Include each filter if they are entered
If Nz(Me.ManufacturerFilter, "") <> "" Then myFilterStr = myFilterStr & "[Manufacturer]='" & Me.ManufacturerFilter.Value & "' AND"
If Nz(Me.OperatingSystemFilter, "") <> "" Then myFilterStr = myFilterStr & "[Operating System]='" & Me.OperatingSystemFilter.Value & "' AND"
If Nz(Me.CarrierFilter, "") <> "" Then myFilterStr = myFilterStr & "[Carrier]='" & Me.CarrierFilter.Value & "' AND"
' Remove the last AND statement
If myFilterStr <> "" Then myFilterStr = Mid(myFilterStr, 1, Len(myFilterStr) - 4)
FilterStr = myFilterStr
End Function
This function returns a filter string, based on the combo box options selected.
Option #1: Filter the Recordset
What we want to occur, is when a primary field value is selected, the records are filtered to display only those matching the criteria. Add the following code to the OnClick event of your Retrieve button:
Private Sub RetreiveButton_Click()
Dim myFilterStr As String
myFilterStr = FilterStr
If myFilterStr <> "" Then
Me.Filter = myFilterStr
Me.FilterOn = True
Else
Me.Filter = ""
Me.FilterOn = False
End If
End Sub
So what happens when the button is clicked, is that a filter string is created based on the values selected, and then a filter is applied to the form. If no values are selected in the combo boxes, the filter is cleared and turned off.
Option #2: Find a Record based on the Value
What we want is to select the values in the comboboxes, and then move to the record that matches the criteria.
Add the following code to the onClick event of the retrieve button.
Private Sub RetreiveButton_Click()
Dim rst As DAO.Recordset
Dim myFilterStr As String
myFilterStr = FilterStr()
If myFilterStr = "" Then
MsgBox "No Filter Selected", vbOKOnly, "Error"
Exit Sub
End If
Set rst = Me.RecordsetClone
rst.FindFirst myFilterStr
If rst.NoMatch Then
MsgBox "No Matching Records were found", vbOKOnly, "No Data"
Else
Me.Bookmark = rst.Bookmark
End If
Set rst = Nothing
End Sub
This uses the the same FilterStr() function to return a search string, but uses the recordset's FindFirst method to locate a record. If found, it will move to the record.
Hope that answers your question. As I indicated, the exact behaviour will vary but the underlying principle remains the same.