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Access 2003 Report - vba to loop through records in query and save each as a separate report

Posted on 2009-04-08
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Last Modified: 2013-11-28
I need help with the vba loop to produce an individual report for each record in a query.

I have a report named rptMissingReports based on a query named qry_rpt_MissingReports.  The report currently has a page break for each record in the query. So, if there are 50 records in the query, there are 50 pages in the report.  I would like to save (print to pdf) each page as a separate report.  

Rather than prompt the user for a file name each time a pdf is generated, I'd like it to save to c:\temp\ with a file name comprised of 2 of the field names - [name]_[number].pdf

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Question by:kathy1234
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LVL 119

Expert Comment

by:Rey Obrero
Comment Utility
post the codes that you have for creating the pdf report, so we can just edit it.

dim rs as dao.recordset
set rs=currentdb.openrecordset("queryname")

rs.movefirst
do until rs.eof
     docmd.openreport "reportX",,,"[name]='" & rs("name") &"'"

rs.movenext
loop
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Author Comment

by:kathy1234
Comment Utility
All users have "print to pdf" as a printer driver, and I just set the report to default to that printer.  So, usually, when I click print, it creates the pdf and I provide a file name and save location.  

In this instance, I'm clicking a command button on a form to run the code.  The code you provided works well for the first record (if I provide the file name and save location) but it is not always working for the next record - several times it printed the form with the command button rather than the next record.

Thanks.
Function PolicyMissingReports()

On Error GoTo PolicyMissingReports_Err
 

Dim rs As dao.Recordset

Set rs = CurrentDb.OpenRecordset("qry_rpt_MissingReports")
 

rs.MoveFirst

Do Until rs.EOF

    DoCmd.OpenReport "rptMissingReports", , , "[name]='" & rs("name") & "'"

    DoCmd.PrintOut acPrintAll, , , acHigh, 1, True
 

rs.MoveNext

Loop
 
 
 

PolicyMissingReports_Exit:

    Exit Function
 

PolicyMissingReports_Err:

    MsgBox Error$

    Resume PolicyMissingReports_Exit
 

End Function

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LVL 119

Expert Comment

by:Rey Obrero
Comment Utility
we can do this
dim newReport as string

docmd.CopyObject,"Newname",acReport,

Do Until rs.EOF

    newReport=rs("name") & "_" & rs("number")

    docmd.CopyObject,newReport,acReport, "rptMissingReports"

    DoCmd.OpenReport newReport, , , "[name]='" & rs("name") & "'"
    DoCmd.PrintOut acPrintAll, , , acHigh, 1, True
 
rs.MoveNext
Loop


the problem is you are going to have multiple reports created, but you can delete them using vba too..


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LVL 119

Expert Comment

by:Rey Obrero
Comment Utility


we can do this


dim newReport as string


Do Until rs.EOF

    newReport=rs("name") & "_" & rs("number")

    docmd.CopyObject,newReport,acReport, "rptMissingReports"

    DoCmd.OpenReport newReport, , , "[name]='" & rs("name") & "'"
    DoCmd.PrintOut acPrintAll, , , acHigh, 1, True
 
rs.MoveNext
Loop


the problem is you are going to have multiple reports created, but you can delete them using vba too..
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Expert Comment

by:Jeffrey Coachman
Comment Utility
kathy1234,

You can't simply "Create" a PDF Report in Access 2003.
You need a utility to create PDF files.

I use this:
http://www.lebans.com/reporttopdf.htm

Here is a sample of what I use.
When you click the form button, the code will save the PDF reports to your: C:\  root folder, with the individual CustomerID added to the filename.

let me know if something like this is what you are after.
;-)

JeffCoachman
Access-BulkConvertIndividualCust.mdb
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LVL 119

Expert Comment

by:Rey Obrero
Comment Utility

<All users have "print to pdf" as a printer driver, and I just set the report to default to that printer.  So, usually, when I click print, it creates the pdf and I provide a file name and save location.  >
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Author Comment

by:kathy1234
Comment Utility
Hi guys.  Thanks for your input.  Yes, I can create a pdf by just selecting it as a printer.  The problem is that it isn't consistently selecting only the next record and creating the report.  The 3rd response from capricorn1 sort of worked, but it really inflated the size of the database and some reports had two records, etc.

Having slept on this, I'm wondering now whether I need to go back and look at my report to see if I can get it to loop through the records one at a time in print preview mode - forget about the pdf printing until I get it to loop through the records consistently and correctly.  

Thanks for your help so far.  I'll work on this today - I may be in back with a different approach.  : )
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Expert Comment

by:Rey Obrero
Comment Utility
you can delete the report generated after printing..
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LVL 74

Expert Comment

by:Jeffrey Coachman
Comment Utility
capricorn1's post will work, all you need to do is explictly close the recordset, and set it to Nothing.

My guess is that he posted it just to see if it was applicable.

As the original poster, I am sure capricron1 can tweak the code for you.

;-)

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Author Comment

by:kathy1234
Comment Utility
I've made some changes and am using the CopyObject version you suggested above.  The code below works fine except that I have to click "enter" after each report is printed - but I could probably do a "Send Keys" line for that, couldn't I?

I'm still concerned about how this method dramatically increases the size of the database.  I compacted the database and started out at 2.07MB.  I ran 6 reports and the size went to 8.12MB.  We may be running hundreds of reports.

Would it be possible to programmatically rename the report each time rather than copy it?  So, I'd start with rptMissingReports, rename it  to rs("name") & "_" & rs("number"), open it, print, close, and move to next.

Thanks so much for the help and your patience.


Option Compare Database

Option Explicit

Function PolicyMissingReports()

On Error GoTo PolicyMissingReports_Err

 

Dim newReport As String

Dim rs As dao.Recordset

Set rs = CurrentDb.OpenRecordset("qry_rpt_MissingReports")

 

rs.MoveFirst

Do Until rs.EOF
 

    newReport = rs("name") & "_" & rs("number")

    DoCmd.CopyObject , newReport, acReport, "rptMissingReports"

    DoCmd.OpenReport newReport, acViewPreview, "", "[name]='" & rs("name") & "'", acWindowNormal

    DoCmd.PrintOut acPrintAll, , , acHigh, 1, True

    DoCmd.Close acReport, newReport, acSaveNo

    DoCmd.DeleteObject acReport, newReport
 

rs.MoveNext

Loop

 

 

 

PolicyMissingReports_Exit:

    Exit Function

 

PolicyMissingReports_Err:

    MsgBox Error$

    Resume PolicyMissingReports_Exit

 

End Function

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Accepted Solution

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Rey Obrero earned 500 total points
Comment Utility
you can rename the report with

docmd.rename "Newname" ,acreport, "reportName"


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Author Closing Comment

by:kathy1234
Comment Utility
I think this is going to work!  I let it loop through 50 reports with no additional increase in the size of the database.  Thanks.
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