Question

using a query to combine multiple records into one record

Asked by: gruebz1

Hi,

I have two tables. [TblProject] is set up with the following fields:
ProjectID (AutoNumber)
ProjectName (Text)
ActiveProject (Yes/No)

and this table has a one to many relationship with a table called [TblPersonnel] which has the following:
PersonnelID (AutoNumber)
ProjectID (Relation to TblProject - ProjectID)
PersonnelName (Text)

I want to run a SQL query which shows each record in TblProject once and if there are multiple entries in TblPersonnel then have them concentated into one field. Or put another way, instead of the query showing
[ProjectID]      [ProjectName]      [ActiveProject]     [Personnel]
       1                   Name A                  Yes             Personnel 1
       1                   Name A                  Yes             Personnel 2
       1                   Name A                  Yes             Personnel 3
       2                   Name B                    No              Personnel 2

To be shown as:
[ProjectID]      [ProjectName]      [ActiveProject]     [Personnel]
       1                   Name A                  Yes             Personnel 1, Personnel 2, Personnel 3
       2                   Name B                    No              Personnel 2

Sorry, I know next to nothing about writing SQL queries so any help will be much appreciated

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Asked On
2009-09-28 at 07:27:50ID24766886
Tags

Microsoft Access

,

Query

,

SQL

Topics

Microsoft Access Database

,

Databases Miscellaneous

Participating Experts
1
Points
500
Comments
6

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Answers

 

by: aikimarkPosted on 2009-09-28 at 09:29:18ID: 25440733

Is there a reasonable limit to the number of people within a project? That is, can you state some number for which there will never be more people on a project than that number?

I think the easiest thing is to create a public function to do this concatenation. You pass the projectID to the function and the function returns the concatenated personnel as a string.
Example:

Public Function ConcatField(parmID As Long) As String
  Dim rs As Recordset
  Dim strConcat As String
  Set rs = Currentdb.OpenRecordset("Select PersonnelName From TblProject Where ProjectID = " & parmID )
  Do Until rs.EOF
    strConcat = strConcat & rs!PersonnelName & ", "
  Loop
  ConcatField = Left(strConcat, Len(strConcat)-2)
End Function
                                              
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Select allOpen in new window

 

by: aikimarkPosted on 2009-09-28 at 09:38:44ID: 25440816

Once written and tested, invoke the function as part of a query. see snippet

Select 
ProjectID, ProjectName, ActiveProject, ConcatField(ProjectID) As Personnel
From TblProject
                                              
1:
2:
3:

Select allOpen in new window

 

by: aikimarkPosted on 2009-09-28 at 09:41:02ID: 25440839

Note: if you need to do this for other queries, you can generalize the ConcatFields query to accept a second parameter = table name and a third parameter = field name
Instead of using the bang notation, you would pass the fieldname parameter into the rs.Fields() collection.

 

by: gruebz1Posted on 2009-09-29 at 15:33:02ID: 25454059

Hey... thanks so much for having a look at this. It looks like exactly what I was wanting but having tried to implement it i have realised that I made a small mistake. [TblProject] and [TblPersonnel] actually don't have a one-to-many relationship. They have a many-to-many relationship. There is a table in between them called [TblProjectPersonnelJoin]. I'm guessing that makes line number 4 of your code not work.

Any ideas?

 

by: aikimarkPosted on 2009-09-29 at 15:50:30ID: 25454159

use the query design wizard to join the three tables and then add the column that is the function call.

 

by: gruebz1Posted on 2009-09-30 at 01:38:15ID: 31635257

Thanks very much

20120131-EE-VQP-002

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