Question

Access 2003 - report to show filtered records

Asked by: mkomoruk

I'll never get the hang of this...

I have a database with a table (naturally), a form, a query, and a report.

My report is designed to show several records per page. I am trying to get it to display filtered records.

If I filter records in the table, then use the 'New Object: Report' function, I can generate a new report which indeed only displays the filtered records.
But the format is not what I want, and it's a nuisance having to repeat this process every time I change the filter conditions.

Can I adapt my existing form to only show the filtered records?
I know the report Properties has settings for Record Source, Filter, and Filter On - is there a way of, for example, opening the report with a dialog box that requires the user to input the Filter criterion / criteria?

Thanks

This Question has been solved and asker verified All Experts Exchange premium technology solutions are available to subscription members.

Subscribe now for full access to Experts Exchange and get

Instant Access to this Solution

  • Plus...
  • 30 Day FREE access, no risk, no obligation
  • Collaborate with the world's top tech experts
  • Unlimited access to our exclusive solution database
  • Never be left without tech help again

Subscribe Now

Asked On
2009-11-03 at 06:43:48ID24867162
Topics

Microsoft Access Database

,

Access Reports

Participating Experts
1
Points
250
Comments
8

Trusted by hundreds of thousands everyday for fast, accurate and reliable tech support.

  • "The time we save is the biggest benefit of Experts Exchange to Warner Bros. What could take multiple guys 2 hours or more each to find is accessed in around 15 minutes on Experts Exchange." Mike Kapnisakis, Warner Bros.
  • "Our team likes having a resource that is more secure than just using Google and most experts using this service really know their stuff. It's nice to look here first versus using Google." Dayna Sellner, Lockheed Martin
  • "Anytime that I've been stumped with a problem, 9 out of 10 times Experts Exchange has either the accepted solution or an open discussion of the potential solution to the problem." Kenny Red, eBay Inc.

See what Experts Exchange can do for you.

Got a question?

We've got the answer.

Experts Exchange has been collecting answers to technology questions since 1996…3 million and counting! If you have a question, chances are we already have your answer.

Screenshot of Experts Exchange Knowledgebase

Need individual assistance?

Our experts are ready to help.

If you can't find the exact answer you're looking for, ask our exclusive community of 50,000 experts. You’ll get a personalized answer from a trusted professional.

Screenshot of Experts Exchange Knowledgebase

Want to learn from the best?

Read articles from industry experts.

Thousands of free tech tips, tricks, how-to’s and tutorials are available in our peer reviewed articles section. See for yourself how smart our experts are, no login required.

Screenshot of an Article

Working on a long term project?

Store your work and research.

Save solutions to your questions, answers you’ve discovered through searching plus helpful articles in your personal knowledgebase for easy future access.

Screenshot of Experts Exchange Knowledgebase

Access the answers to your technology questions today.

Subscribe Now

30-day free trial. Register in 60 seconds.

What Makes Experts Exchange Unique?

Members of the expert community talk about why the experience at Experts Exchange is different than what you will find anywhere else.

Trusted by the world's most respected brands.

image of each brand's logo

Faithfully serving IT professionals since 1996.

Experts Exchange Logo

Try it out and discover for yourself.

Subscribe Now

30-day free trial. Register in 60 seconds.

Related Solutions

  1. What are Complex Criterions?
    What are Complex Criterions and how can it help me simplify information from a workbook?
  2. Reporting filter criteria
    I've created a database that uses a form filter as the basis for presenting forms and reporting of records. The filter fields as chosen on the form are saved as a query for appliction to the forms and reports. The fields chosen to act as filters (as well as the data chosen ...
  3. Sybase and Natural Join
    Hi I'm pretty new to SYBASE, and I have a seemingly easy question. I've been trying to implement NATURAL JOIN as so: select InstructorName, StudentName, ClassTitle from Instructors NATURAL JOIN Students But every time I try this I get the message: Msg 102, Level 15, State...
  4. Advanced filter criteria for non-integers
    I have an Excel 2003 worksheet that I use to store data arranged in columns so that I can use the Advanced Filter feature. I can successfully sort all my columns, except one, by entering the desired Criteria in the appropriate columns of the Critera Range but it is that one c...

Free Tech Articles

  1. WARNING: 5 Reasons why you should NEVER fix a computer for free.
    It is in our nature to love the puzzle. We are obsessed. The lot of us. We love puzzles. We love the challenge. We thrive on finding the answer. We hate disarray. It bothers us deep in our soul. W...
  2. SCCM OSD Basic troubleshooting
    SCCM 2007 OSD is a fantastic way to deploy operating systems, however, like most things SCCM issues can sometimes be difficult to resolve due to the sheer volume of logs to sift through and the dispe...
  3. Migrate Small Business Server 2003 to Exchange 2010 and Windows 2008 R2
    This guide is intended to provide step by step instructions on how to migrate from Small Business Server 2003 to Windows 2008 R2 with Exchange 2010. For this migration to work you will need the fo...
  4. Create a Win7 Gadget
    This article shows you how to create a simple "Gadget" -- a sort of mini-application supported by Windows 7 and Vista. Gadgets can be dropped anywhere on the desktop to provide instant information, ...
  5. Outlook continually prompting for username and password
    There have been a lot of questions recently regarding Outlook prompting for a username and password whilst using Exchange 2007. There are a few reasons why this would happen and I will try to cover t...
  6. Backup Exchange 2010 Information Store using Windows Backup
    There seems to be quite a lot of confusion around the ability to backup Exchange 2010 using the built in Windows Backup feature. This stems from the omission of this feature prior to Exchange 2007 s...

Cloud Class Webinars

  1. Avoiding Bugs in Microsoft Access
    Alison Balter takes and in-depth look at avoiding bugs in Access. In this webinar you will learn about using the immediate window to debug your applications, invoking the debugger, using breakpoints to troubleshoot, stepping through code, setting the next statement to execute, ...
  2. Top 10 Best New Features in Visio 2010
    Scott Helmers gives live demonstrations of the top 10 new features in Visio 2010. This webinar will teach you how to create compelling diagrams by adding shapes to the page with a single click, linking the shapes in a diagram to data in Excel (or SQL Server, or SharePoint), ...
  3. IT Consultant Business Secrets Revealed
    Michael Munger, Experts Exchange tech pro and IT consultant, pulls back the curtain on his very successful businesses and answers question on every IT consultant and business owner should know about. He shares secrets on what he did to solve the 5 most common problems in IT, ...
  4. Disaster Recovery and Business Continuity
    Quest CTO, Mike Billon, gives an overview of the steps involved in building a dunamic disaster recovery plan. Through case studies and an examination of software/hardware tooles for monitoring and testing, you'll gain a better understandin of where you are, where you want ...
  5. Organize Your Visio Diagrams with Containers and Lists
    Scott Helmers uses cross functional flowcharts, wireframe diagrams, data graphic legends and seating charts to teach you: how to ustilize all three new structured diagram components in Visio 2010, the best practices for organizeing shapes in previous version of Visio, how to organize ...
  6. How to Us Objects, Properties, Events and Methods in Microsoft Access
    Alison Dalter gives an in-depbth look at objects, properties, events and methods in Microsoft Access. In this webinar you will learn about using the object browser, referring to objects, working with properties and methods, working with object variables, understanding the ...

Join the Community

Give a Little. Get a Lot.

Join the community of experts here and help other tech pros by answering question in your area of expertise. You can earn FREE access to all Experts Exchange's premium features and resources.

Join the Community

Answers

 

by: TorrwinPosted on 2009-11-03 at 07:09:47ID: 25729651

Yes, it is possible to create a form to prompt the user to choose criteria that filters the report.  It does require some VBA coding though, there is no automated way to do it.

 

by: mkomorukPosted on 2009-11-03 at 07:46:41ID: 25730061

Oh heck, VBA...

Is that dead simple, or headache inducing for a simpleton like me?

Alternatively, can I link my report into the table, so that when I filter the table, only the filtered records show in the report?
I've been trying all day to go down this route, by setting the controls in the report according to the format
=[Wedding]![Male's Surname]
where Wedding is the name of the table, and Male's Surname is one of its fields.
But when I preview the report I get an 'Enter Parameter Value' dialog box, requesting a value for 'Wedding'.

Any advice?
Thanks

 

by: TorrwinPosted on 2009-11-03 at 07:55:27ID: 25730176

It may be headache inducing, but here's the general theory.  You create a form with comboboxes/textboxes/etc containing the data you want the user to filter by.  Then, when the user generates the report, you display the form and feed the resulting SQL statement to the report.

I think I see where you're going with filtering the table, but I have never tried it that way.  Alternatively, you could alter the WHERE statement of the SQL in your report to be something like so:  "WHERE Wedding.[Male's Surname] = [Enter Male's Surname]"  In this way, when the report is run, it will display a parameter box like you are already getting and will filter on whatever the user types in.  (If they misspell the name though, it will be blank)

 

by: mkomorukPosted on 2009-11-03 at 09:28:37ID: 25731316

Sounds better! In numbered steps, how would I set that up?
Presumably I go to the Report's properties, but which tab etc?
Thanks

 

by: TorrwinPosted on 2009-11-03 at 11:22:52ID: 25732475

Basically you will do the following:
1) Open report in design view
2) Right click on the report and select "Properties"
3) Change the combobox to "Report"
4) Select the "Data" tab
5) Click in the "Record Source..." box and press the "..." button when it appears.
6) Close the table list window and right click on the query that's displayed on design view and choose "SQL View"
7) Locate the "WHERE" clause and add it to the end of the SQL statement
8) Close the report and save

If that doesn't work, copy and paste your SQL statement, and I'll help you add the necessary SQL

 

by: mkomorukPosted on 2009-11-03 at 11:47:01ID: 25732733

This is so kind of you. I really feel we're close now!
It all worked up as far as step 7 - 'Locate the "Where" clause...'

Without the clause the SQL view reads like this:
SELECT Wedding.Date, Wedding.Church, Wedding.Time, Wedding.[Male's Surname], Wedding.[Female's Surname], Wedding.Bells, Wedding.Choir, Wedding.Officiant
FROM Wedding;

If I add your suggestion above it looks like this:
SELECT Wedding.Date, Wedding.Church, Wedding.Time, Wedding.[Male's Surname], Wedding.[Female's Surname], Wedding.Bells, Wedding.Choir, Wedding.Officiant
FROM Wedding;WHERE Wedding.[Male's Surname] = [Enter Male's Surname]

When I try to save the code an error message displays: Characters found after end of SQL statement. So I can't save it.

 

by: TorrwinPosted on 2009-11-03 at 12:36:22ID: 25733309

The semicolon signals the end of the SQL statement, so move it from it's current location to the end, and I think that should do it:

SELECT Wedding.Date, Wedding.Church, Wedding.Time, Wedding.[Male's Surname], Wedding.[Female's Surname], Wedding.Bells, Wedding.Choir, Wedding.Officiant
FROM Wedding
WHERE Wedding.[Male's Surname] = [Enter Male's Surname];

 

by: mkomorukPosted on 2009-11-04 at 00:10:14ID: 31649431

Brilliant!
Thanks once again.
Mike

20120131-EE-VQP-002

3 Ways to Join

30-Day Free Trial

The Experts

98% positive feedback on 31,087 answers since March 2000. angeliii is a Microsoft Most Valuable Professional for his work with MS SQL Server & Develoment.

He has also proven his knowledge of Visual Basic Programming, PHP Scripting and Oracle Databases.

The Experts

97% positive feedback on 10,752 answers since July 2000. lrmoore has more than 18 years experience in the networking industry.

The six-time Mircosoft MVPs specialties include firewalls, virtual private networking, and network management.

Testimonials

"...and excellent source for support... Kind of like having your very own IT dept." Electriciansnet

Testimonials

"I was apprehensive at signing up at first. However... it has already made my life as an IT administrator much easier." JaCrews

Testimonials

"WOW! You guys have great, active, and knowledgeable people on here." moore50

Business Clients

Business Clients

In the Press

"If you’ve got a question... Experts Exchange can supply an answer.”

In the Press

"...an invaluable aid for both IT professionals and those who require tech support."

In the Press

"where IT professionals provide quick answers on just about any topic"

Business Account Plans

Loading Advertisement...