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VB code to create individual word documents from an Access report

jainesteer
jainesteer asked
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Last Modified: 2012-03-15
I have a database with a Microsoft access front end.  I need to get a word document created and saved for each unique instance of one of the fields (called APO) with the filename being stored as "apo".doc.  The report name is  R_monitoring_case_management_dataconv

I am having trouble with how to get the code to loop through this APO field, and then store the uniquely named document ... which actually translates to having problems with the whole piece of code required.

Help is appreciated.
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GrahamSkanRetired
CERTIFIED EXPERT
Top Expert 2012

Commented:
It's not quite clear what you need or what problems you are having, so let's start with this:

Private Sub CreateDocuments(rs As Recordset)
    Dim wdDoc As Word.Document
    Dim wdApp As Word.Application

    Set wdApp = New Word.Application
    wdApp.Visible = True 'optional
    rs.MoveFirst
    Do Until rs.EOF
        Set wdDoc = wdApp.Documents.Add("C:\MyTemplates\MyTemplate.Dot")
        'Insert any document editing here
        wdDoc.SaveAs "C:\MyReports\R_monitoring_case_management_dataconv_" & rs.Fields("APO").Value & ".doc"
        wdDoc.Close
        Set wdDoc = Nothing
        rs.MoveNext
    Loop
    Set wdApp = Nothing
End Sub
CERTIFIED EXPERT
Top Expert 2010
Commented:
This is kind of convoluted, mainly because OutputTo does not allow for filtering.

1) Add a table to your db, APO_Control, with a single field, APO.  Do not populate it

2) Modify the query underlying your report to join to that new table

3) Run code like this:



Sub MakeReports()

    Dim rs As DAO.Recordset

    Set rs = CurrentDb.OpenRecordset("SELECT DISTINCT APO FROM SomeTable")

    With DoCmd
        .SetWarnings False
        rs.MoveFirst
        Do While Not rs.EOF
            .RunSQL "DELETE * FROM APO_Control"
            .RunSQL "INSERT INTO APO_Control (APO) VALUES ('" & rs!APO & "')"
            .OutputTo acOutputReport, "R_monitoring_case_management_dataconv", _
                acFormatRTF, "C:\Folder\Subfolder\R_monitoring_case_management_dataconv_" & _
                rs!APO & ".rtf"
            rs.MoveNext
        Loop
        rs.Close
        Set rs = Nothing
        .SetWarnings True
    End With

    MsgBox "Done"

End Sub



Truth be told, I avoid using RTF because the formatting fidelity is not all that high.  I generally prefer outputting
to Snapshot:


Sub MakeReports()

    Dim rs As DAO.Recordset

    Set rs = CurrentDb.OpenRecordset("SELECT DISTINCT APO FROM SomeTable")

    With DoCmd
        .SetWarnings False
        rs.MoveFirst
        Do While Not rs.EOF
            .RunSQL "DELETE * FROM APO_Control"
            .RunSQL "INSERT INTO APO_Control (APO) VALUES ('" & rs!APO & "')"
            .OutputTo acOutputReport, "R_monitoring_case_management_dataconv", _
                acFormatSNP, "C:\Folder\Subfolder\R_monitoring_case_management_dataconv_" & _
                rs!APO & ".snp"
            rs.MoveNext
        Loop
        rs.Close
        Set rs = Nothing
        .SetWarnings True
    End With

    MsgBox "Done"

End Sub




Patrick

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Commented:
Aplogies for not getting to this sooner.  I did start looking at it and then my pc crashed (which is still the case).  As soon as I fix that, I will get back to this thread.

Thanks so far
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