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Can access recognize text that you type to a hyperlink? Second attempt

Posted on 2008-09-30
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Last Modified: 2013-11-28
I asked this question a little while back and I was given a solution. peter57r gave me some code, but after I messed around with it a bit I realized that I didn't even know how to use the code or where to put it in at. I don't know much about Access or codes and I need someone to tell me how to use the code and where to paste it so that it will do what I want. Could someone please review the original question and responses and give me a step by step process on what I need to do? Here is a link to the original question:

http://www.experts-exchange.com/Microsoft/Development/MS_Access/Access_Reports/Q_23608082.html

Thanks!
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Question by:ddRick
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Expert Comment

by:calpurnia
ID: 22609732
Are you entering your data into a form, or just typing it direct into your table?
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Author Comment

by:ddRick
ID: 22614969
I type it directly into the table. I don't like to use the forms because I am constantly looking through the table and sometimes copy info from one row to a new one. I don't like using the forms if I don't have to.
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Expert Comment

by:Jeffrey Coachman
ID: 22624926
ddRick,

The link you posted was for a question regarding Printing PDF files.

I can't see how it has anything to do with having: "access recognize text that you type to a hyperlink"

If you want to enter text and have it act as a hyperlink, then the first thing you should do is set the Datatype of the field to Hyperlink.

Then it is a hyperlink be default.

JeffCoachman
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Author Comment

by:ddRick
ID: 22625150
Well, he continued to ask me questions regarding what I was doing with the data, so I explained my ultimate goal with the hyperlinks, so I don't know why it changed into a problem of printing the pdfs. I didn't even know what that code was supposed to do. I assumed he created a code that helped me with my orginial problem.  

Anyways, the original, main problem is this:

I can change the datatype to hyperlink, however, everytime I type in a course, for example BIOL 215, I have to right click the entry, BIOL 215, then click edit hyperlink and manually link the entry to my folder on the destop that actually contains the exams. The next time that I type in BIOL 215, again I have to manually click on it and link it to the folder. I enter about 50 new entries per week, it would not be worth my time to manually link each course name to the folders on my desktop. I'm just trying to figure out if there is a way so that every time I type BIOL 215 into the field it will recognize the folder it is supposed to be linked to. I have 306 different course codes (ex. BIOL 215, SOCI 306, ENGL 102), so I wish I could manually link that code with the file folder containing the exams only once and after that each time I type it, it would already be linked. I don't even know if that is possible, so that's what I am asking.
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Expert Comment

by:Jeffrey Coachman
ID: 22626752
ddRick,

In the prior question you mentioned the PDF's in your second post,
It would have probably been better if you had not mentioned the PDF's at all (because they were not really relevant) and stuck to the hyperlink question.

Now, ...as far as this question is concerned, :
  "I have to right click the entry, BIOL 215, then click edit hyperlink and manually link the entry to my folder on the destop that actually contains the exams"

That is just how a hyperlink works.

If you want BIOL 215 to always be associated with a certain folder, then you should create a table listing each Code and the folder it is associated with.

Then create a form witha dropdown box for the Code.
This way the folder name can be Auto-filled when you type the code.

In this case you would not even need a hyperlink at all.

JeffCoachman
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Author Comment

by:ddRick
ID: 22767062
You said to create a new table listing each code and the folder associated with it. How do I associate each code for a folder without using hyperlinks?

In the new table I can list the code, change the data type to hyperlink and link it to the folder. Then when I go to my original form and create a combo box pulling the information from the new table it will not open the folder it is associated with.

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Expert Comment

by:Jeffrey Coachman
ID: 22768367
OK,

Its been a while since I looked at this or the original question.

What exactly do you need help with.

I seem like you have two issues here.

1. How to design the system.
2. How to print the PDF.

So I'll start with the system.
You enter a Student
You enter the classes that the student will take.
Each class has some Exams PDFs associated with it.
So your ultimate goal is to select a student and print out all the associated PDF exams.

Is this correct?

Jeff
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Author Comment

by:ddRick
ID: 22769082
Yes, that is correct. Printing the PDFs were not part of the original question, so you don't have to worry about that if you don't want to. I was planning on taking it one step at a time, first being able to associate the course codes with the folder containing the exams which were in PDF format. And then I was going to ask a sperate question in regards to printing those PDFs directly from my database to award points for that solution alone. The original expert kept asking questions about the ultimate goal, so I told him and I guess the focus shifted to printing the PDFs only.

The problem that I have is this process simply takes too long and it seems like there should be a simpler way. I thought it would deal with hyperlinks, but if you know something else completely different that might work, then great.

Each week I enter about 30-40 student records, with each one taking a course. I must print out all of the exams for the courses they are taking. So, right now, after I enter all the records, I will print out a list of all the courses they are taking. I then open a folder on my desktop that contains the exams for every course. I go through the list, find the course in the folder, open it up and then right click on every exam and hit print. With 30-40 courses and each course containing about 5 exams, that means I have to manually find and print about 200 exams every week.

The first thing I wanted to do was see if I could either link the course codes to the folder, or possibly create a drop down menu that will find the exams. And then after I did that I wanted to find a way to print them.

But I'm not even sure if there is anything that can make this process easier. I'm just checking to see if anyone would happen to know of anything I'm not aware of that would work.
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Expert Comment

by:Jeffrey Coachman
ID: 22773388
Post a sanitized version of the DB you have now.
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Accepted Solution

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Jeffrey Coachman earned 500 total points
ID: 22778613
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Author Comment

by:ddRick
ID: 22780407
Yes, that looks great. I just don't know how to edit the folder paths for the courses, etc. I'm not familiar with working in forms, but if it works better I will get used to using it.

I tried to post a sample of my database, but couldn't get it to post for some reason. However, it is the most basic database. I just created a table and I have 14 different fields that I enter information for. Below is all of the fields that I use:

Proctor First Name
Proctor Last Name
Location
Proctor Address
Proctor State
Proctor Zip Code
Proctor Phone #
Student First Name
Student Last Name
Student ID#
Exams Requested
Date Mailed
Method of Delivery

In the 'Exams Requested' field is where I would need the drop down box. I usually type in more then one course in that column, but I can just add a new record for each course if I need to.

What do I need to do when I start adding my course and exam file data?
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Expert Comment

by:Jeffrey Coachman
ID: 22783917
ddRick,

  " I just don't know how to edit the folder paths for the courses,"
Just click in the textbox and change it.

  "I tried to post a sample of my database, but couldn't get it to post for some reason"
Please explain specifically what you mean by: "couldn't get it to post"
What happened when you tried?

Looking at you table, it is not "Normalized"
Normalization is a basic database principle you should be familiar with before you start designing a database.

  "I usually type in more then one course in that column"
This violates the basic principle of "Normalization", where one field should only hole one piece of data.

Pleas examine my databse again and see how the tables are structured and Related.

Here is a great book on Database/Table Design and Normalization:
Database Design for Mere Mortals:
http://www.amazon.com/Database-Design-Mere-Mortals-Hands/dp/0201694719
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Author Closing Comment

by:ddRick
ID: 31501543
Thanks for your help. I ordered that book pretty cheap. I don't know much about database design but I'll see if I can learn enough to use your example and tweak it just a bit to get all the information that I need.
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Expert Comment

by:Jeffrey Coachman
ID: 22799509
;-)
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