Helen_Feddema
I do have Access 2007. Would you be able to share this file so I can see how it works?
Thank you... I'm not sure if that would be my solution.
Thanks,
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Merge Contact Records
Hello,
I need to get advice about a feature Im trying to develop with in my Database. Our database has a large selection of contacts that participate in our surveys. Weve been trying to clean up the database for some time and have done a good job in identifying duplicate records. To continue with this type of clean-up Im trying to come up with a process of merging multiple records that are the same into one record. Im trying to come up with a form where it would retrieve records that are similar I would then choose the contacts to merge into one record. I am not sure if I should create a new Id or new record and delete the old ones? Or simply take out one of the records and update the remaining record with any missing information from the other record. I dont want the record to be deleted because I might want to back track so maybe dumb that record into another table?
Has anyone done something like this before? Or has anyone seen this feature being created in MS Access? Would you be able to point me in the right direction?
Thank you,
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Answers
Here is a screen shot of the form (and now I remember that I switched from a checkbox to a drop-down list for selecting which type of override to do). This form is in the sample database for my book, Access" 2007 VBA Bible For Data-Centric Microsoft Applications.
- Synchonizing-contacts.jpg
- 136 KB
Synchronizing contacts
The Record Action combo box in the header offers more choices:
- Record-action-selections.jpg
- 16 KB
Record action selections
When I had a problem of duplicated patients in a large database of hearing tests, I added two Yes/No fields to the Names table, called DeDup and Dup. On the main form, which showed names at the top and test results in a continuous subform below, I showed a 'Possible duplicate?' checkbox (bound to DeDup) alongside the name.
Also on the form was a command button called 'View Duplicates' which would show records flagged as DeDup in a continuous form. In addition to the relevant fields for comparison, this form also contained a Dup checkbox.
The user then flagged as Dup, the records which were not wanted. Code in the on_close event of the form consolidated all hearing test records onto the name being retained. It also set DeDup to 0, ready for the next de-dup operation.
The main form excluded records flagged as Dup, and after a suitable interval these were deleted.
This system had the advantage that it didn't require techie assistance - any user could do it
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by: Helen_FeddemaPosted on 2009-10-01 at 10:21:02ID: 25470957
I have done something like this, in code that synchronizes contacts between Access and Outlook (in Office 2007). Basically, you need to make two temp tables, showing the values in each field of records, matching them by a key field value. Then you need a way of selecting which value should override the other for each field (I use a checkbox), then code on a command button to do the updating. If you have Access 2007, I could send you the sample database to look at, though it would take a lot of reworking to get the code to work with duplicates in an Access table.