The title of this Question may not be accurate because I wasn't sure how to ask the question.
Is there A way to have an ID field in AC 2010 the has a constant part and then a part of the ID that the user will enter in?
EXAMPLE: "EMP9066"
-I would like the "EMP" part of the ID to be constant at all times and the user should not be able to change it and the "9066" is a four digit that the user will be asked to type in.
Please Help.
_ Remember this is not SQL just basic access with some macros.
Thanks
Access has a data type called autonumber which will generate a unique number for each record automatically but it does not allow for the alpha prefix.
if it is indeed constant then the simplest approach is to prefix with it for display, ie in the table the field would be called recId (for example) and you would view the rows via a query with a calculated column
EmpId: "EMP" & format$(RecId,"0000")
Related
I am somewhat new to MS Access and I have inherited an application with a table that uses this Lookup feature to replace a code with a value from a query to another table.
When I first used this table and exported it to Excel for analysis, I somehow got the base ID number (or whatever it would be called) rather than the translated lookup value. Now, when I do this, I get the translated text. The biggest problem is that while the base value is unique, the translated values are not, so I cannot use them for the work I am doing.
Can someone explain how to get the underlying ID value rather than the lookup value? Is there some setting I can use or some way to reference the field upon which the lookup is based. When I query the ID field, I get the lookup value. I know that the first time I did this, the spreadsheet contained the ID number not the text.
For now, I created a copy of the table and removed the lookup information from this copy, but I know I did not run into this when I did this the first time.
Thanks.
When you export to Excel, leave Export data with formatting and layout unchecked. This will create a spreadsheet with raw data values in Lookup fields.
Export settings image
Hoping someone can assist here, I'm fairly new to SQL but yet the most experienced person in the office so this job has fallen to me.
I'm trying to build a form that will insert customer orders into production scheduling. The form allows users to select a machine from the machine list table, however what I need it to do after that is find the last job number for that specific machine and show the next sequential number in a text box; and that's where I'm stuck. The goal is that when the production user is adding an order to the database, by selecting their machine the next available job number is automatically populated. The information entered will be saved to a master scheduling table.
I've got a query built that pulls the entire list of machine and job combinations, as my goal was to build a macro that could search from that list, but so far I haven't gained any traction. Any help/advice would be appreciated!
Welcome to SO.
My suggestion would be to create a table to hold the sequence numbers. For the sake of this example, let's call it ProdSeq, which means Production Sequences. As part of this table definition, I would use Data Macros (Access 2010 and up) in order to assign the sequences as records are added. I would use a Unique index in order to ensure no duplicates are created.
Table: ProdSeq (Field Definitions)
MachineID (Number - Long) - References Machine ID in Machines Table
ProdSeq (Number - Long) - Incremented for each machine
OrderID (Number - Long) - References Order ID in Orders Table
Indexes
Under the Design ribbon tab when designing the ProdSeq table, click the Indexes button.
Create an Index called UniqueKey
Row 1: Index Name = UniqueKey, Field Name = MachineID
Row 2: Index Name = Leave Blank, Field Name = ProdSequence
Click on Row 1, Column 1 and set the following Index Properties:
Primary = Yes
Unique = Yes
Ignore Nulls = No
Data Macros
Under the Design ribbon tab when designing the ProdSeq table, click the Create Data Macros button, and then the Before Change button. Enter the following data macro: (Pastebin link)
Create the Before Change data macro and set it as follows:
If [IsInsert] Then
SetLocalVar
Name LatestProdSequence
Expression = 0
Look Up A Record In ProdSeq
Where Condition =[ProdSeqLookup].[MachineID]=[ProdSeq].[MachineID] And
[ProdSeqLookup].[LatestSeq] = True
Alias ProdSeqLookup
SetLocalVar
Name LatestProdSequence
Expression =[ProdSeqLookup].[ProdSequence]
SetField
Name ProdSeq.ProdSequence
Value = [LatestProdSequence]+1
SetField
Name ProdSeq.LatestSeq
Value = True
End If
Pay special attention to the fact that only one SetLocalVar is within the LookUpRecord clause. Use the collapse / expand (-/+) button on LookUpRecord to make sure.
Create the After Insert data macro and set it as follows: (Pastebin Link)
For Each Record In ProdSeq
Where Condition = [ProdSeqFlagFix].[MachineID]=[ProdSeq].[MachineID] And
[ProdSeqFlagFix].[LatestSeq]=True And
[ProdSeqFlagFix].[ProdSequence]<>[ProdSeq].[ProdSequence]
EditRecord
SetField
Name ProdSeqFlagFix.LatestSeq
Value = False
End EditRecord
Test it Out
You can create this in a blank database in order to see what I am talking about. You should be able to adapt it to your specific situation.
Form
On your form, when the user selects a machine and order, you can use VBA in order to check for an existing record in ProdSeq, and fetch the ID. If no record exists, then you can create one, and then return the ProdSeq ID to the form.
Note: Depending on your design, you may also need to create a Data Macro on the Schedules table. Suppose someone creates a schedule with a specific machine and order and reserves a production slot. Now assume they change the Order ID .. we have a production slot reserved in error. So if this applies, you'll also need an AfterUpdate data macro on the Scheduling table that checks to see if [old].OrderID <> [Schedule].OrderID - and if they do differ, to remove the Production slot from the schedule table and the Prod Sequence table.
As I understand, you need to add suggested value for job number when you add new record to the table. If so, you can use, for instance DMax function. Here is example of VBA code for this, it can be called when you add new record:
Me.MyTextBox = DMax("JobField", "JobsTable") + 1
I supposed that JobField, which contains job numbers has Number data type.
Also you can use this function inside any query as a calculated field.
I am trying to create a report putting a field called contact which has the name of a person. This name is linked directly to another table where I keep all the contacts.
For some strange reason, when I include this name (which in query view displays as the name of the contact), instead of the name appearing, the unique ID number is shown on my report.
As mentioned in the article cited in the above comment, you can use a Combo Box control on your report to do the lookup for you. To see how this can be done, create a new report based on the table containing the lookup field, then drag and drop that field onto the report. That will create a Combo Box control with properties that look something like this:
Row Source: SELECT [Clients].[ID], [Clients].[LastName] FROM Clients;
Bound Column: 1
Column Count: 2
Column Widths: 0";1"
You could use a similar Combo Box control on your actual report to display the client's name rather than their numeric ID value.
Another alternative would be to change the Control Source of the report's Text Box control to have it do a DLookUp() on the table. If the lookup field is named [client] then changing the Control Source of the Text Box to something like
=DLookUp("LastName","Clients","ID=" & [client])
would also work.
I wanted to add to the great answer by Gord:
When using a "web" database (started in Access 2007 I think), you cannot change a report's fields to ComboBox style, nor can you use DLookUp(). (web databases lack a ton of features)
The workaround for this, if you want to create a Web-Report that uses lookup fields, is to create a Web-Query first based on your Web-Table (all the Web-* stuff has a www planet icon over the logo, if you create a new Web-DB in Access 2007+ you'll see what I mean)
So, instead of Table -> Report, you'll have to do W-Table -> W-Query -> W-Report.
Then, the only thing you need to customize to get the data right is the W-Query. Start by trying to reproduce the look in the query to match what you want users to see in the report. Note that here in the query, lookups will work fine (instead of the unique ID's, you get field names like you want). However, this will not carry over to the report. To do that, you gotta get the actual text field name you want into the query:
You should already have one table in your query; start by adding the table that your first lookup field points to. For example, the table I want to print is called Stock_Boards, and it has a lookup field called PCBID_lookup that points to the table Stock_PCBs.
Since you're using lookup fields, there should already be a relationship line between the two tables when you add the second one. If there isn't, something has gone horribly wrong.
Now, see how that line connects two fields on the two different tables? For example, I've got my PCBID_lookup field on my Stock_Boards table, which connects to the ID field on my Stock_PCBs table. If I created a report from this now, PCBID_lookup would be a number, a number that correlates to the ID of a record on Stock_PCBs.
To fix it, I will add the name field I want to show up on the report. In my example, that happens to be a Part Number, rather than the ID. I add the PartNumber field from my Stock_PCBs table to the query, and remove the PCBID_lookup field of the Stock_Boards table from my query.
Since PartNumber is what I want to show up on my report, it effectively replaces the original field (PCBID_lookup)
Repeat for all lookup fields you want in your report.
I had 1 more: I removed the Status field of the Stock_Boards table (which was an ID/Lookup) and added the 'Status' field from the Status table (which was the actual text name)
When finished, your query should look exactly how you want the data to appear, without any special tricks or asking Access to do something unnatural. Save your query, and create a web-report from it. Done!
I have a large table with the following fields:
Date
Product_ID
AmountEUR_Field1
AmountEUR_Field2
AmountEUR_Field3
AmountEUR_Field4
AmountEUR_Field5
where each AmountEUR field represents the sales amount for a product.
The reason for having 5 different AmountEUR fields is that they are based on different Currency Rates (in example BeginingOfMonthRate, AverageMonthRate, EndOfMonthRate etc.).
I now want to copy a specific AmountEUR field to another table, but the AmountEUR field to be copied varies over time (sometimes it is AmountEUR_Field2, other times it is AmountEUR_Field5).
Therefore I need to select a specific column based on a variable from another table. (that variable should then have value between 1 and 5).
I have been thinking about making a new field called AmountEUR_ToBeUsed that is updated with the correct AmountEUR_Field, but that brings me back to the same problem of selecting the specific column I want copied.
Can a solution be made within the Access query designer, or do I need some VBA code?
You can just make this with the Access Query designer.
Specifically you will need the function IIF.
For instance, if you want to specify that before a date you wish to use AmountEUR_Field1, and otherwise AmountEUR_Field5 you can say:
IIF(somedate<#1/1/2011#,AmountEUR_Field1,AmountEUR_Field5)
Note, depending on the settings of your PC, you may have to say:
IIF(somedate<#1/1/2011#;AmountEUR_Field1;AmountEUR_Field5)
I'm trying to make access conditionally only show rows that meet a certain condition, allow me to give you some background info before I proceed :
I've created an Access form and linked it to a test DB on my machine. The particular table I am interested in contains the following (important) rows :
ID , Office, Name, SecurityNumber
The thing is, ID is not unique. There are two Office locations, and each Office has it's own set of unique ID numbers. This means that ID 10 here and there may or may not be the same person. (this data comes out of a legacy security system we're not looking to change yet, so I cannot change it)
But ID -is- unique to each Office.
SO! I created an Access form with TABS! Two tabs, one for each office. What I am trying to achieve now is :
Have the ID/Name/SecurityNumber fields for each tab populate with only rows that match it's particular 'Office' value.
Thank you for reading and thank you for helping! :D
If you want the data for the office locations presented in separate tab page controls, you could use subforms on the pages which differ only in the WHERE clause of the queries used as their record sources. So for the Office1 subform, the query could be:
SELECT ID, Office, [Name], SecurityNumber
FROM YourTable
WHERE Office = 'Office1'
ORDER BY [Name];
Then for Office2, the query would be the same except for the WHERE clause:
WHERE Office = 'Office2'
As I understand your question, that approach would do what you're asking for.
However, that's not really the easy "Access way" to do it. Instead consider a combo box control to allow your users to choose which office they want to view. In the code for the combo's after update event, either modify the SELECT statement used as the form's record source or create a filter expression an apply it.
Also, since you're pulling the form's data from SQL Server, consider whether you want your form to load every record for the selected office location. It may not be much concern if you have only a few to moderate number of rows for each location, but if you'll be dealing with multiple thousands of rows it could be. In general, you should try to avoid pulling copious amounts of data across the wire; pull sparingly instead ... only what you need for the immediate task at hand.