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Access 2010:  How to Have a Form Only Generate Data for One Record

Posted on 2016-08-30
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Last Modified: 2016-09-01
Hello:

Someone built a Microsoft Access 2010 .accdb file for us.  Unfortunately, the form that we use to generate reports per salesperson from this file contains a filter but only by document date.

I need to have this form--just this one time--generate reports for only one salesperson, in particular.  I'm not Access savvy, at all!

Anyway, I do see an object of some sort on the left-hand side of the window called "salespeople".  When I open it, I can filter it by the one salesperson.  But, how do I know that the form is going to generate a report for only that one salesperson?  In other words, how do I apply this filter to that form?

This is not going to be permanent.  Again, I want to apply this filter, just this one time.

Thanks!

John
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Question by:John Ellis
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LVL 36

Expert Comment

by:PatHartman
ID: 41776964
Without seeing the database, I can't tell you how the developer is passing in the variable.  I suggest that you go to Gigs and find someone who can log on to your system with you and make the change in a temporary copy of the database.  Unless the developer did something obscure, it should take less than a half hour.
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Author Comment

by:John Ellis
ID: 41776977
No, someone should just be able to tell me how to get a form to generate a report for only one salesperson for goodness sakes.  

If I knew Access, I'm sure that even I could do it.  It's a simple question.

Unfortunately, the person who created this file is no longer with our company.

John
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LVL 36

Expert Comment

by:PatHartman
ID: 41776997
Generating the report doesn't happen by magic.  There is code behind the form that is opening the report.  It might be an OpenReport method where the salesman argument is passed in.  Perhaps the query the report is based on is getting the the salesman from the open form.  Perhaps there is a table that is used to hold the criteria.

You could always open the report and just print the relevant pages.

I lost my crystal ball so I don't think I can help you.
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Author Comment

by:John Ellis
ID: 41777004
Mr. Hartman:

That final comment was not very professional.

Incidentally, you would use a crystal ball to look into the future--not the present.  

John
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LVL 36

Expert Comment

by:PatHartman
ID: 41777007
For someone who knows nothing about a topic you're pretty snotty yourself.  I don't take gigs so I wasn't trolling for work.
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Author Comment

by:John Ellis
ID: 41777181
The thought of "trolling for work" did not even enter my mind.
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Author Comment

by:John Ellis
ID: 41778200
Hello Mr. Hartman:

I apologize, for my comment.  I was simply taken aback by the use of the phrase "crystal ball".  :)

I simply re-ran all of the reports from the Access database to PDFs saved on a network directory.  I would like to have generated reports for only the three salespeople that I had in mind.  But, the Access form does not specify criteria for "Salesperson ID"--only a Document Date range.  So, I was "stuck" and decided to ask the question here and just get some "general tips".

Again, though, I do apologize.

Thank you!

John
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Accepted Solution

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PatHartman earned 500 total points
ID: 41778260
No problem.  I'm glad you took my advice to print the reports and just send the relevant pages.  There is no way short of modifying the application to do what you are asking and that was what I was trying to tell you.  It would have been easy enough for the developer to have given you the option to print one salesman or all when he created the app.  I do it all the time.  But, with you having no knowledge of Access, I could not even give you specific directions without knowing how the developer had done the programming to begin with.
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