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Using an aggregate function in another form without making it read only

Posted on 2014-02-11
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Last Modified: 2014-02-11
Hi,

I have used an aggregate function to count the total number of entries for each pupil in a table. I then wish to use that total filed in another query but when I join the queries together I am not able to edit any of the fields in the original query. How can I show this total and still edit data. I also tried a manual update of the data to a field in the table but it will not let me do that either.

Any help appreciated.

Tricia
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Question by:tmckeating
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5 Comments
 
LVL 61

Expert Comment

by:mbizup
ID: 39849799
Rather than joining the two queries, you can use a DLookup on the form that needs to display the total.

Add a textbox and set it's control source property to (include the = sign):


= DLookup("YourTotalField", "YourQueryThatCalculatesTheTotal")


See Jim Dettman's article about DLookup here:
http://www.experts-exchange.com/Microsoft/Development/MS_Access/A_12-Dlookup-and-the-Domain-Functions.html

With that approach, you can display the total without affecting the query that you need to remain editable.
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LVL 61

Expert Comment

by:mbizup
ID: 39849811
Also, depending on the recordsource of the form that you need to display the total on....

If the total is based on records *in the form's recordsource*, you can add a textbox to the header or footer section of the form, and use an aggregate function as it's control source:

= SUM(SomeFieldName)


"SomeFieldName" needs to be the name of a field, as it appears in the underlying table... not the name of a textbox on the form.
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Author Comment

by:tmckeating
ID: 39849852
Ok so syntax of these things always throws me I see from your link I have to use something like this

 =Dlookup("[Name]","[tblCompanies]","[CompanyID] =  " & gCurrentCompany)

So if the field name is Total contact and the query is called Countbypupil but its on a continuous form and I only want to return the count for the record that I am currently on, of which the key field is PupilID

=Dlookup([Total],[Countbypupil],[PupilID]= me.[PupilID]    

do I need " " and how do I get it just to return the total for the current pupil?

Thanks
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Author Comment

by:tmckeating
ID: 39849883
Tried this

=DLookUp("[total]","[count by pupil]","[Pupil id] = "" & Me.[pupil id] & "")

says expression is an invalid string
it works with

=DLookUp("[total]","[count by pupil]") but obviously returns the same values for all records.
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LVL 61

Accepted Solution

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mbizup earned 1200 total points
ID: 39849895
You're close with the first expression... just  too many quotes.

IF PupilID is numeric:

=DLookUp("[total]","[count by pupil]","[Pupil id] = " & [pupil id])

Open in new window



If it is TEXT:

=DLookUp("[total]","[count by pupil]","[Pupil id] = '" & [pupil id] & "'")

Open in new window



Also note that I have dropped the "ME" prefix, which is a VBA term and does not work in property sheets or queries.
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