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Crosstab query multi-value string output

Posted on 2013-12-24
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Last Modified: 2016-05-14
I have an MS Access table that defines security setup.  Access to a form is granted by task and then tasks to roles.  The same form may be granted access as part of different tasks.  Here is some sample data:

ROLE                TASK                          FORM            ACCESS LEVEL
AP Admin        Vendor Setup           AP01              All Access
AP Admin        Company Setup       AP01              All Access
AP Admin        Payables Inquiry      AP01              Inquiry Only
AP Clerk           Vendor Setup           AP01              All Access
AP Clerk           Enter Invoice            AP01              All Access

I have two separate crosstab queries where there are rows for each form name and columns for each role to display the task name (in one) and access level (in another).  But for those instances where there are two or more intersections of form and role, I'd like the crosstab query to display text which concatenates the multiple values of task name.

Can this be done in MS Access?  And if so, how?

Thanks so much!
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Question by:scdallas
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Dale Fye (Access MVP) earned 500 total points
ID: 39738094
Best method is to create a function, something like (untested air code):
Public Function fnConcat(FieldName as string, TableQueryName as string, _
                                            Optional Criteria as String = "")

    Dim strSQL as String
    Dim rs as DAO.Recordset

    On Error Goto ProcError

    strSQL = "SELECT [" & FieldName & "] FROM [" & TableQueryName & "] "
    if Criteria <> "" then
        strSQL = strSQL & "WHERE " & Criteria
    endif

    set rs = Currentdb.openrecordset(strsql, , dbfailonerror)
    While not rs.EOF
        fnConcat = fnConcat & ", " & rs(FieldName)
        rs.movenext
    Wend
    
    'strip off leading comma and space
    if Len(fnConcat) > 0 then fnConcat = Mid(fnConcat, 3)

ProcExit:
    On Error Resume Next
    rs.close
    set rs = nothing
    Exit Function

ProcError:
    msgbox err.number & vbcrlf & err.description & vbcrlf & strSQL, vbOkOnly
    debug.print err.number, err.description
    debug.print strSQL
    Resume ProcExit

End Function

Open in new window

Then call that function from your query:

SELECT [Form], [Role], fnConcat("Task", "yourTableName", "[Form] = '" & [Form] & "' AND [Role] = '" & [Role] & "'") as Tasks
FROM yourTableName
GROUP BY [Form], [Role]

Then convert this to a crosstab
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Expert Comment

by:hnasr
ID: 39738632
Show sample output of cross tab queries, and required output. Why there are two queries?
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Author Comment

by:scdallas
ID: 39746814
I have two cross tab queries to show by form and role the first task and access level values.  For the above data, the output for these looks like:

FORM           APADMIN TASK           APCLERK TASK
AP01             Vendor Setup              Vendor Setup
AP02
AP03

FORM           APADMIN ACCESS        APCLERK ACCESS
AP01             All Acc ess                     All Access
AP02
AP03

And then I have a third query to consolidate those so that there are two columns per Role.

Realize that there are thousands of forms, hundreds of tasks, and about 50 roles.  Also, I'm using the basic Access query design rather than writing total code.  What I'd like, ultimately, is something that looks like:

FORM   APADMIN TASKS                                                         APADMIN ACCESS
AP01     Vendor Setup, Company Setup, Payables Inquiry  All Access, All Access, Inquiry Only
AP02
AP03

        with the same two columns for each role value.

Does this make more sense?
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LVL 47

Expert Comment

by:Dale Fye (Access MVP)
ID: 39746887
Have you tried the fnConcat code I provided?  It will get you to:

Form              Role                            Tasks
AP01            APADMIN Tasks        Vendor Setup, Company Setup, Payables Inquiry
AP01            APADMIN Access      All Access, All Access, InquiryOnly

Then you would simply change that query to a crosstab, set the Form to RowHeader, Role to ColumnHeader and Tasks to Value (Expression)
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LVL 26

Expert Comment

by:MacroShadow
ID: 41594498
This question has been classified as abandoned and is closed as part of the Cleanup Program. See the recommendation for more details.
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