Question

Access 2007: Altering a Recordset or Record Source for a Report based on an ADO stored procedure.

Asked by: Stewiedoo

Hello,

I have an Access 2007 front end app, (Accdb not ADP) that uses ADO connections to access tables and stored procedures on a SQL Express 2008 server.

Everything appears to be fine except for one known issue with this setup, and I've been unable to locate a solution.

I have a report, that has groups, and would like to set the recordset or record source of the report on Form Load.

It would appear that Access 2007 does not let me change a reports recordset unless it's an ADP, and I cant use the record source property as the SP is not in the Access front end.

I have managed to make it work, but I have had to create an ODBC connection to the database, and then create a Pass-Through query to the database, and use that as the record source, but I thought it was a little untidy to create and ODBC connection just for reports.

Is there a way that I can do this from VBA code, my thoughts being to open an ADO recordset, and then print/group the report on the fly?

I am unable to change the recordset at all, as it errors with a 'Only allowed from and ADP' error.

It should be mentioned that it is intended to convert this to a 'web based' solution at some point, hence the reason for wanting to have as little happening within the Access front end as possible.

Thank you for your assistance.

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Asked On: 2009-09-25 at 10:42:58ID24762507
Tags: Access 2007
,; Recordset
,; Record Source
,; ADO
,; Stored Procedure
Topics: Microsoft Access Database
,; VB Database Programming
,; Access Reports
Participating Experts: 4
Points: 500
Comments: 14

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Answers

by: Helen_FeddemaPosted on 2009-09-25 at 10:52:26ID: 25425375

I am not sure whether this would be helpful, since I am using DAO rather than ADO, but here is the technique I use to create a filtered recordset on-the-fly, and then you can use either the strSQL variable, or the temp query created by the code, as the record source for a form or report, or you can create a recordset from the SQL for use elsewhere in code:

[sample code fragment using the procedure]
 
   Dim dbs As DAO.Database
   Dim lngCount As Long
   Dim lngID as Long
   Dim rst As DAO.Recordset
   Dim strPrompt As String
   Dim strQuery As String
   Dim strRecordSource As String
   Dim strSQL As String
   Dim strTitle As String
   
   strRecordSource = "tblInventoryItemsComponents"
   strQuery = "qryTemp"
   Set dbs = CurrentDb
 
   'Numeric filter
   lngID = Me![ID]
   strSQL = "SELECT * FROM " & strRecordSource & " WHERE " _
      & "[ID] = " & lngID & ";"
 
   'String filter
   strInventoryCode = Me![InventoryCode]
   strSQL = "SELECT * FROM " & strRecordSource & " WHERE " _
      & "[InventoryCode] = " & Chr$(39) & strInventoryCode & Chr$(39) & ";"
 
   'Date range filter
   dteFromDate = CDate(GetProperty("FromDate", ""))
   dteToDate = CDate(GetProperty("ToDate", ""))
   strSQL = "SELECT * FROM " & strRecordSource & " WHERE " _
      & "[dtmDateReceived] Between " & Chr(35) & dteFromDate _
      & Chr(35) & " And " & Chr(35) & dteToDate & Chr(35) & ";"
 
   Debug.Print "SQL for " & strQuery & ": " & strSQL
   lngCount = CreateAndTestQuery(strQuery, strSQL)
   Debug.Print "No. of items found: " & lngCount
   If lngCount = 0 Then
      strPrompt = "No records found; canceling"
      strTitle = "Canceling"
      MsgBox strPrompt, vbOKOnly + vbCritical, strTitle
      GoTo ErrorHandlerExit
   Else
      Set rst = dbs.OpenRecordset(strQuery)
   End If
 
=========================
 
Public Function CreateAndTestQuery(strTestQuery As String, _
   strTestSQL As String) As Long
'Created by Helen Feddema 28-Jul-2002
'Last modified 13-Aug-2008
 
On Error Resume Next
   
   Dim qdf As DAO.QueryDef
   
   'Delete old query
   Set dbs = CurrentDb
   dbs.QueryDefs.Delete strTestQuery
 
On Error GoTo ErrorHandler
   
   'Create new query
   Set qdf = dbs.CreateQueryDef(strTestQuery, strTestSQL)
   
   'Test whether there are any records
   Set rst = dbs.OpenRecordset(strTestQuery)
   With rst
      .MoveFirst
      .MoveLast
      CreateAndTestQuery = .RecordCount
   End With
   
ErrorHandlerExit:
   Exit Function
 
ErrorHandler:
   If Err.Number = 3021 Then
      CreateAndTestQuery = 0
      Resume ErrorHandlerExit
   Else
      MsgBox "Error No: " & Err.Number & "; Description: " & Err.Description
      Resume ErrorHandlerExit
   End If
   
End Function

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by: StewiedooPosted on 2009-09-25 at 11:43:15ID: 25425929

Hello Helen, thank you for your prompt response.

The problem I have is not creating a recordset, I can do that without much problem using ADO. The problem exist in seting this recordset or it's record source as that of the Report.

Accdb's do not allow you to change a recordset, you have to be creating an ADP, so something like:

report.Recordset = myRst

does not work, and to change the record source you need to have the SQL string, which I dont have for the ADO recordset as it's been created by executing a stored procedure.

Hence the current work around, to create pass-through query on an ODBC connection, then I can use:

SELECT * qryPassThrough WHERE parameter

as the record source.

by: boag2000Posted on 2009-09-25 at 12:02:06ID: 25426113

See this link for info on this subject:
http://www.experts-exchange.com/Microsoft/Development/MS_Access/ADP/Q_23570648.html

by: StewiedooPosted on 2009-09-25 at 12:42:17ID: 25426548

Hello boaq200, I got quite excited there as this is very similar to what I was doing except I was omiting the 'SET' and I thought that was the difference.

Alas, that is not so, and even though I have tried what he is written, and that was nearly my original approach, I still get the error 'This feature is only available in an ADP'

by: LSMConsultingPosted on 2009-09-25 at 13:47:15ID: 25427101

I was incorrect in my other post. I had mixed my environments, and in fact you cannot do this unless you're working in an ADP.

The next best solution is temporary tables, IMO.

by: StewiedooPosted on 2009-09-25 at 13:53:47ID: 25427157

Hello LSM, thank you for visiting this thread.

So are you suggesting that I create a table from the ADO recordset On Load, and set that as the Record Source to the report?

Would you consider that to be a 'better' solution to the one I have currently found, which is to create and ODBC connection to the DB, and then use a Pass-Through query as the Record Source.

The obvious question is, how will both of these sit, if at all, with a future ASP deployment of the solution, and should I be looking at Reporting Services instead as a long term solution?

by: LPurvisPosted on 2009-09-26 at 05:03:31ID: 25429581

Hello.

To be honest, even in an ADP report recordset binding isn't all it could (/should?) be.
Binding forms to recordsets has been available since Access 2000. That reports still lag behind points to just how differently they work, but ultimately they still just source data (that they may read it repeatedly needn't be a problem - especially in a client side recordset).

Passthroughs (as you're already using) are actually a common (and not untidy) implementation for sourcing reports with server objects. Passthroughs are, by definition, read only - which makes them great for reporting (no unecessary overhead to support updatability which isn't required). Of course this assumes that you're not using subreports in any way (as, unlike subforms, will alsmot always be linked to the parent and then passthroughs can't be used as your source. Access simply refuses. We wait with baited breath on that score...)

Filling a local table then becomes your next step (as Scott mentioned).
However doing so from a passthrough (or two) is a relatively nice, easy set based operation.
Doing so from a recordset is, inevitably, iterative in nature. This takes time.
Parse an ADO recordset with a few thousand rows in it and you'll feel it. On a modern, beefed-up PC not very much hopefully - but it'll be there.

Your goal of moving to a web application (I assume you're talking about a non-Access web app here?) isn't really related to this issue as I see it.
You've implemented the SP which fuels this request. That will also be the source which you connect to online. While you're in Access you'll use Access functionality to read that SP on the server. Which method you use in Access isn't really relevant to your eventual online implementation.
I see nothing wrong with the Passthrough as it stands. If, for some reason, you were experiencing poor ODBC performance on your PC/Network then you could perhaps tackle that itself if OLEDB via ADO is scorchingly faster that local table is still an option.

When you mention that you're having to "create an ODBC connection to the DB", by that do you mean you're creating a DSN?
Access will establish (and maintain :-s) the ODBC connection to the server. All you need to provide is an appropriate connection string for the Passthrough query to use. Such a connection string is no harder to form than the OLEDB one you're likely using in ADO.

Show your Passthrough creating code if you're unsure.
But it's something like the attached snippet?

Cheers.

Function fCreatePassThrough(strName As String, strSQL As String, strDBname As String, _
                        strServer As String, Optional blnIntegratedSecurity As Boolean, _
                        Optional strUserName As String, Optional strPassword As String, _
                        Optional blnReturnsRecords As Boolean = True, Optional strDriver As String = "{SQL Server}")
    
    Dim db As Database
    Dim qdf As QueryDef
    Dim strConnect As String
    
    strConnect = "ODBC;Driver=" & strDriver & ";Server=" & strServer & ";Database=" & strDBname
    If blnIntegratedSecurity Then
        strConnect = strConnect & ";Trusted_Connection=Yes"
    Else
        If Len(strUserName) > 0 And Len(strPassword) > 0 Then
            strConnect = strConnect & ";UID=" & strUserName & ";PWD=" & strPassword
        End If
    End If
    
    Set db = CurrentDb
    Set qdf = db.CreateQueryDef(strName)
 
    With qdf
        .ReturnsRecords = blnReturnsRecords
        .connect = strConnect
        .SQL = strSQL
        .ODBCTimeout = 60
        .Close
    End With
    
    Set qdf = Nothing
    Set db = Nothing
    
End Function

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by: StewiedooPosted on 2009-09-26 at 06:33:29ID: 25429803

Hello

Thank you for your response.

I think you have put my mind at easy regarding Passthrough queries. I thought that, as I was trying to keep all data sources/definitions etc. outside of Access, that this was untidy, I was unaware that this was actually a valid solution for what I was trying to achieve. I think I need to look at Reporting Services for when I create the Web App, and you are right it won't be Access, but probably ASP. I have already created the report in Reporting Services, and it works, but I need to iron out the damn accessing permissions complications that I am having trying to display/manage report within reporting services (but that's a different topic!).

Thank you for your snippet, but I am actually defining the Passthrough directly query builder, by simply using the same SQL that it in the original SP, and then using a WHERE clause to cater for the funtionality of the SP's parameters.

I would like to offer some token points to Jeffery for leading me to Scott's post, and some to Scott for following my email to this thread and confirming things. The rest I will offer you Leigh, for putting my mind at rest and confirming that I am in fact moving in the right direction.

Thank you all for your comments.

by: LPurvisPosted on 2009-09-26 at 07:43:07ID: 25429948

No worries, altering the definition of an existing PT is perfectly normal. As long as you didn't jump through any hoops to create it in the first place (i.e. creating a DSN). The function above can make that initial creation easier. (Using it repeatedly would cause file growth as the PTs are created and destroyed. Of course an open PT can't be deleted and locks can occur.).

Cheers.

by: StewiedooPosted on 2009-09-26 at 08:02:15ID: 25430004

Sorry I did forget to answer that point, I did in fact create a System DSN for the Passthrough, as you saying that I should not have? This was the thing that made the solution seem untidy, I was creating an ODBC connection (System DSN entry) simply for reports.

by: LPurvisPosted on 2009-09-26 at 08:16:07ID: 25430044

Exactly. There's no need for that.
Creating a DSNless ODBC string is very simple (that earlier function does exactly that when you pass the necessary parameters describing the server, database etc).

Cheers.

by: StewiedooPosted on 2009-09-26 at 08:53:02ID: 25430150

Ah ok, so I basically add something like that to my sqlOperations Class, and call that to create the Passthrough on the fly as and when I need it.

Thanks

by: LPurvisPosted on 2009-09-26 at 16:41:01ID: 25432070

Once it's been created with the DSNless connection stirng, you can operate as you were just changing the definition.
You can just insert the new connection string into your existing PT query if you want. Creating the string is all that's really required.

by: StewiedooPosted on 2009-09-26 at 17:26:05ID: 25432197

Ok, got it, working a treat.

Thank you.

20120131-EE-VQP-002

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Access 2007: Altering a Recordset or Record Source for a Report based on an ADO stored procedure.

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