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Memo field and date control

Posted on 2010-08-24
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Last Modified: 2012-05-10
Experts, dont know how to title this one.  I have a memo field.  I want to be able to view, on a daily basis, what has been added to this memo field.  

Is there some kind of semi easy way to do this?  I am copying emails into this memo field and want to be able to see what has been entered for "today".

thank you
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Question by:pdvsa
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28 Comments
 
LVL 93

Expert Comment

by:Patrick Matthews
ID: 33514037
It would be useful to see some sample data and/or a sample file.  EE now allows you to directly upload files to your question.Please be advised that once you upload a file, it can be publicly accessed, and that it may not be possible to fully and permanently delete it.  Therefore, be very careful about posting proprietary, confidential, or other sensitive information.  If necessary, use "fake" and/or obfuscated data in your sample.Please note that at present EE restricts uploads to certain file types.  If your file type does not match those in the list, you can use http://www.ee-stuff.com instead, which is not officially an EE site, but is run by people connected to EE.
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LVL 75
ID: 33514064
"If your file type does not match
those in the list,"

Patrick.  That list reeeeeally needs to be fixed.  I had an MDA inside of a ZIP file, and it bounced ... said it was unsafe!

mx
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LVL 75
ID: 33514079
I would suggest creating a One To Many "Notes" (aka Memo) table ... wherein each note entry has a date/time stamp.  Then your job is easy ...

mx
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Accepted Solution

by:
Rey Obrero (Capricorn1) earned 1400 total points
ID: 33514083
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Expert Comment

by:roarkinc
ID: 33514377
so you want to have a form where users can enter data into a field and you want to know what has been added each day?
you can add a modified or created date or you can create an audit record in another table that has the date and data you are looking for.
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LVL 74

Expert Comment

by:Jeffrey Coachman
ID: 33515046
I'm with MX on this one...

If this One Field can have Many entries, the I would go with the Parent/child setup.

Especially when you start to have many email for one day and you have to track the time as well...

Loading one filed with email after email, may become cumbersome to search, view, edit, format... and eventually, ..."Export"

;-)

Jeff
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Author Comment

by:pdvsa
ID: 33515669
MX:
<I would suggest creating a One To Many "Notes" (aka Memo) table ... wherein each note entry has a date/time stamp.  Then your job is easy
I thought of this but it would be sort of a datasheet view and I wont be able to ahve this view.  I need memo sheet view.

Cap:  I wil check this out.  I suspect it is a kind of audit table like roar mentioned.  
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LVL 75
ID: 33515720
I would check out the A2007/10 feature.  But, be sure to TEST this with some sample data, then *look* at the data in the field ... and see how ... and if ... you would / can ... use it effectively further on up the road ... ie, can you really extract what you need using this format ?

mx
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Author Comment

by:pdvsa
ID: 33550434
Cap, I am trying to implement this memo field history.  I read the link from previous question above. I also get the #error like the user posted.  It looked like the solution you provided was simply to change the field property of the "Comments" (vcomments) to "Append Only".  I think memo fields default to the ppty. I have the property set to "Append ONly" for the memo field.  

I still get a #error though.  I thought it could  be how the "ID" is referenced because I have a tabbed form but get a #Name:  
=ColumnHistory([RecordSource],[Project Details].[Form].[Notes],"[ID]=" & Nz([ID],0))

#error here
=ColumnHistory([RecordSource],[Notes],"[ID]=" & Nz([ID],0))

To make this work, it does not seem there is any code needed per the link
http://www.experts-exchange.com/Microsoft/Development/MS_Access/Q_24689718.html

Any ideas?
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Assisted Solution

by:roarkinc
roarkinc earned 600 total points
ID: 33558298
have you tried my solution from above?
"so you want to have a form where users can enter data into a field and you want to know what has been added each day?
you can add a modified or created date or you can create an audit record in another table that has the date and data you are looking for."

if you need clarification on that, let me know.
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Author Comment

by:pdvsa
ID: 33560865
Roarkinc:
yes, i would need clarification on that.  On another note, i have incorporated an audit and for some reason it does not work.   Thank you
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Expert Comment

by:Jeffrey Coachman
ID: 33561226
Did you investigate the One To Many approach?
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Author Comment

by:pdvsa
ID: 33563871
Yes i did.  It would have to be in sort of a  datasheet look and i also need to be able to see all at once by using scroll bar
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LVL 74

Expert Comment

by:Jeffrey Coachman
ID: 33564006
OK
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LVL 2

Expert Comment

by:roarkinc
ID: 33568073
starting from the beginning, your original question:

create a new table with 4 fields (you might want more, depending on how much you want to track)
table name: track_additions
Fields:  id, created_date, data, relationship_id (id of the contact the email is associated with)

create a form where one of your users can enter data into these fields

once the data is entered, append it to whatever other table/field in your database you want

run your reports off this new table to see what was done by day.

on a side note, it sounds like you are trying to create a CRM with access.  if this is true, there are many free CRM's out there.
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LVL 74

Expert Comment

by:Jeffrey Coachman
ID: 33568200
roarkinc,
Yes, this is basically what MX suggested, and I agreed with.

AFAICT this is a basic 1 to many.
One "Something", to many Email Notes...

;-)

JeffCoachman

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LVL 2

Expert Comment

by:roarkinc
ID: 33568305
boag2000

i understand that, i was rehashing what i stated a week ago now.  i am trying to explain it in english so we can help pdvsa.

the way i see it, DatabaseMX, you and i all agree and have since the beginning that this solution will work, now we just have to somehow explain something over message board that would be better served over a webex or conference call.
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LVL 74

Expert Comment

by:Jeffrey Coachman
ID: 33568705
I think that we can wait for the asker to respond.
My guess is that they are just evaluating the options presented...

The Webex/Confrence call thing is not really allowed because it can lock other experts out of the process.
(The site Admins have discussed something like this, but it is still not clear what form it will take, to allow all experts an equal shot at solving the issue.)

I really don't want any points for my post.
I just was trying to explain the advantages of the Parent/Child setup.

;-)

Jeff
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LVL 75
ID: 33569259
<ot?
"pdvsa:" .... PDVSA is a sponsor for Formula 1.  Any connection ?

mx
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LVL 74

Expert Comment

by:Jeffrey Coachman
ID: 33569426
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Author Comment

by:pdvsa
ID: 33573468
Hello kids... Sorry for late response.  I have not had time.  I will have to evaluate like you said.  I seem to thk that a for that users enter data is not the soln i am looking for.  It might be too "busy".  

I am not sure what CRM stands for.

Yes, PDVSA is a sponsor from what i know.  It is natl oil co of Venezuela.  They own Citgo.  
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LVL 74

Expert Comment

by:Jeffrey Coachman
ID: 33573558
"CRM"=(C)ustomer (R)elationship (M)anagement
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Author Comment

by:pdvsa
ID: 33620116
I decided this "history" is not impt now.   I will split pts betwn experts knowing that a 1 to many was not what i was interested in.  Also recognizing Boag's response that was not interrsted in pts.  

Thank you  
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Author Comment

by:pdvsa
ID: 33736564
There seems to be a bug.  Might be fixed now though.  Think i must still object....
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LVL 74

Expert Comment

by:Jeffrey Coachman
ID: 33737420
Object to what?
This is your question...

I'm confused...

\_O-o_/
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Author Comment

by:pdvsa
ID: 33741027
Boag, there is a bug and the ee system is not allowing me to award pts like normal.  I have to "make an objection" in order for the question not to be deleted.  It is something they are working to fix...
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LVL 74

Expert Comment

by:Jeffrey Coachman
ID: 33741049
Oh,

OK

;-)
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Author Closing Comment

by:pdvsa
ID: 33760524
Thank you
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