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How to compare record to see what was changed

Posted on 2011-09-17
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Last Modified: 2012-05-12
What is the best way to look at a record and see what was changed before updating it?  

Example:I have a Record and if the Products or Customer Instructions changed I want to mark it as a revision.

If nothing else changed but just adding a truck number and name when they sign in I just want to update the record and not mark it as revised.  

So I need to look at the existing record and see what was changed before updating.

Unbound Form so I am writing the record and updates with VB which works fine, just need this to complete it.

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Question by:pskeens
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LVL 16

Expert Comment

by:Sheils
ID: 36555432
To do this you need to use the before update method for the fields that you want to demarcate as being revised. Since that you are using an unbounded form you will need to perform a DLookup to check if the new value is the same as the value in the table.

The syntax will be something like

Private Sub BeforeUpdate_txtInstruction

If Me.txtInstruction Is Not Like DLookup("fldInstruction","tblCustomerInstruction","fldCostomerID=" & Me.fldCustomerID) then

Me.fldRevised=Yes

End If

End Sub

You may need additional code if there is no instructions and I can help with that if you wish to proceed with this approach.

An alternative would be to use a bounded for for the component that may need revising. Then use the onchange event to trigger the revise action.
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Expert Comment

by:Jeffrey Coachman
ID: 36555516
Your post states that you need to "See" what changed.

Does this mean you want to "Display" the value (the before or after value), ...or does this simple mean you want to update the Revised field "silently"...?

It is also not clear if you need this on more than one field.

For example, you can do this if you want to update the Revised field if anything changed in the record.

Private Sub Form_BeforeUpdate(Cancel As Integer)
    me.revised=True
End Sub

(Note that this is on the BeforeUpdate event of the *form*)


But note here the persistence...
If you created a record at 9am, I will presume that the Revised Field would be set to False. (buy default, because it is a new record, and hence, no revisions)

At 10AM the record is changed, now the Revised field gets set to True.
...so far so good...
Now, ...what happens if the record is changed again at 11 AM? (the "Change" from 10 am to 11 am)...How would this "change" be noted?

In other words, if the revised field is ever set to True, does it stay that way forever?...or at some point does this get reset?
If it gets reset, then you will have to manage this carefully
per form open close?
Per user?
Per user form open close
per day?
per Database Open/close
...etc


JeffCoachman
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LVL 84
ID: 36555976
How are you loading your unbound forms? Depending on how you do this, you may just be able to compare the current data (the value on the form) with the data that you used to fill the form. For example, if you are using a Class module to work with your form, you could easily build a method to flag the class whenever your relevant data is changed.
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Author Comment

by:pskeens
ID: 36556500
Scott, I am loading the form with through this Recordset

   
strSQL = "Select * from VW_LOAD_HED where LD_NUM =" & sParm
                Set rs = CurrentDb.OpenRecordset(strSQL)
                
                    rs.MoveFirst
                        txt_carrier = rs("LD_CARRIER")
                        txt_reqDate = rs("LD_REQ_DATE")
                        txt_shipDate = rs("LD_SHIP_DATE")
                        cbo_custID = rs("LD_CUST_ID")
                        txt_CustID = rs("LD_CUST_ID")
                        txt_CustName = rs("LD_CUST_NAME")
                        txt_CustCity = rs("LD_CUST_CITY")
                        txt_CustState = rs("LD_CUST_STATE")
                        txt_CustZip = rs("LD_CUST_ZIP")
                        txt_custPhone = rs("CUST_PHONE")
                        txt_delCarrier = rs("LD_DEL_CARRIER")
                        Me.txt_apptDate = rs("LD_APPT_DATE")
                        Me.txt_apptTime = rs("LD_ARRIV_DATE")
                        cbo_shipToID = rs("LD_SHIPTO_ID")
                        txt_shipToName = rs("DET_NAME")
                        txt_shipToCity = rs("DET_CITY")
                        txt_shipToState = rs("DET_STATE")
                        txt_shipToZip = rs("DET_ZIP")
                        txt_shipToPh = rs("DET_PHONE")
                        txt_Instr = rs("LD_INSTRUCTIONS")
                        Me.txt_delDate = rs("LD_DEL_DATE")
                        txt_bolNum = rs("LD_SHIP_NUM")
                        txt_bolLoc = rs("LD_SHIP_LOC")
                        cbo_inbShipperID = rs("LD_INB_SHIPPER")
                        txt_locName = rs("LD_LOC")
                        cbo_loc = rs("LD_LOC")
                        txt_createdBy = rs("LD_CREATED_BY")
                        txt_createdOn = rs("LD_CREATED_DATE")
                        txt_modifiedBy = rs("LD_MODIFIED_BY")
                        txt_modifiedOn = rs("LD_MODIFIED_DATE")
                        CHK_CANCELLED = rs("LD_CANCELLED")
                        txt_PrtDate = rs("LD_PRINT_DATE")
                            If rs.("LD_REV_NUM") > 0 Then
                                txt_rev.Visible = True
                                lbl_rev.Visible = True
                                txt_rev = rs("LD_REV_NUM")
                            Else
                                txt_rev.Visible = False
                                lbl_rev.Visible = False
                            End If
                            
                        rs.Close
                        Set rs = Nothing

Open in new window


Let me clarify a couple of things.  I do not need to verify the change on load, I need to verify it on save.   If these things change:

Carrier
Appointment Time
Arrival Time
Vehicle Number

Then I do not want to add to the revision #.

What happens is on save it looks to see if the load was revised before using a lookup string.  If it was revised then it adds one to the previous number to get the next revision #.  If it was not revised then it updated the record (column REVISED) with "Y" and sets the revision # to 1.

This is with any other change other than listed above.  If only these things listed are changed it does not trigger a revision and should only be an update to the record.


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LVL 74

Expert Comment

by:Jeffrey Coachman
ID: 36556629
<unbound forms>
...oops, ...didn't notice that...
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LVL 84

Accepted Solution

by:
Scott McDaniel (Microsoft Access MVP - EE MVE ) earned 250 total points
ID: 36556653
You can just compare the value in the Textbox with your recordset value when you run your Save routine, assuming that you still have that Recordset:

Dim bAddRev As Boolean
'/ Assume you'll change it
bAddRev = True

txt_Carrier.SetFocus
If txt_Carrier.Text <> rst("LD_CARRIER") Then
  bAddRev = False
End If

If bAddRev Then
  txt_apptTime.SetFocus
  If txt_ApptTime.Rext <> rst("LD_ARRIV_DATE") Then
    bAddRev = False
  End If
End If

< and so on for your other fields>

If bAddRev Then
  '/ Add to the Revision #
End If
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LVL 26

Assisted Solution

by:Nick67
Nick67 earned 250 total points
ID: 36569132
I'm with @LSMConsulting on that.
If you persist the recordset that provided the data in the first place, it is easy to compare the values in the controls in your save routine.
Even if you didn't it's easy enough to generate a similar recordset and do the comparsion
Dim GotRevved as boolean
strSQL = "Select * from VW_LOAD_HED where LD_NUM =" & sParm
Set rs = CurrentDb.OpenRecordset(strSQL)
GotRevved = False
GotRevved = GotRevved Or (Me.txt_carrier <> rs("LD_CARRIER")
GotRevved = GotRevved Or (Me.txt_apptTime <> rs("LD_ARRIV_DATE")
GotRevved = GotRevved Or (whatever tests for arrivaltime)
GotRevved = GotRevved Or (whatever tests for vehicle number)

Then when you update
if GotRevved = true then
rs!RevNumber =rs!RevNumber + 1
end if

Relating back to what @boag2000 was getting at, make your revision field an integer with a default of zero and not a boolean.
Each time the condtions for a revision occur, you increment the rev number by one
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LVL 26

Expert Comment

by:Nick67
ID: 36569146
Oh,
Your rev's are already good
<What happens is on save it looks to see if the load was revised before using a lookup string.  If it was revised then it adds one to the previous number to get the next revision #.  If it was not revised then it updated the record (column REVISED) with "Y" and sets the revision # to 1.>
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Author Comment

by:pskeens
ID: 36664493
still working on this guys, but a little delay.  Will come back and accept when I get back to this item.  
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Author Closing Comment

by:pskeens
ID: 36953011
Both good answers and I have actually used both in two different circumstances.  Thanks as always!
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