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SteveL13Flag for United States of America

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How prevent more than one record as the default

I have a form with a checkbox.  There can only be one record in the record source table marked as the default record.  If the user attempts to make a checkbox true for a record when another record is already marked as true I want the user to get a warning letting them know that there is already a default record.

Here is what I have but it is not working:

Private Sub chkbxDefaultSig_BeforeUpdate(Cancel As Integer)

    Dim strCriteria As String
    
    strCriteria = "Initials = " & Me.txtInitials

    If DCount("DefaultSig", "tblSignatures", strCriteria) > 0 Then
        Me.Undo

        MsgBox "Warning: A default signature has already been selected."
        
        Cancel = True

    End If

End Sub

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Avatar of crystal (strive4peace) - Microsoft MVP, Access
crystal (strive4peace) - Microsoft MVP, Access

strCriteria needs to contain a condition that the primary key is <> to the record you are on. For example, assuming PK is numeric
strCriteria  = "Initials = " & Me.txtInitials & " AND MyPkFieldname <> " & me.MyPk

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Are you using 'Initials' to indicate the active one or is there a yes/no checkbox (or something else) also?
Try this:
Private Sub chkbxDefaultSig_BeforeUpdate(Cancel As Integer)

    Dim strCriteria As String
    
    strCriteria = "Initials = " & Me.txtInitials

    Cancel = Not IsNull(DLookup("DefaultSig", "tblSignatures", strCriteria))

    If Cancel = True Then
        MsgBox "Warning: A default signature has already been selected.", vbExclamation + vbOkOnly
        Me.Undo
    End If

End Sub

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/gustav
Avatar of SteveL13

ASKER

Crystal:  the PK is text.  And the Yes/No checkbox is where the beforeupdate code is going.

Gustav:  I believe my original post contained improper field references.  I have changed it now to be:

    Dim strCriteria As String
    
    strCriteria = "DefaultSig = " & Me.chkbxDefaultSig

    Cancel = Not IsNull(DLookup("DefaultSig", "tblSignatures", strCriteria))

    If Cancel = True Then
        MsgBox "Warning: A default signature has already been selected.", vbExclamation + vbOkOnly
        Me.Undo
    End If

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Which works fine if I try to make a record the default via the checkbox and there already is a default record.  But if I try to UNcheck the default record I get the message and it won't let me UNcheck it.
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Avatar of Gustav Brock
Gustav Brock
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to clarify:
you have a table called tblSignatures
with:
 a Yes/No field called DefaultSig
 a field called Initials to indicate who the signature is for (if more than one person is in here)

What is the PK fieldname?
Worked! with one minor correction:

    Dim strCriteria As String
   
    If Me!chkbxDefaultSig.Value = True Then
        strCriteria = "DefaultSig = " & Me.chkbxDefaultSig
        Cancel = Not IsNull(DLookup("DefaultSig", "tblSignatures", strCriteria))
    End If

    If Cancel = True Then
        MsgBox "Warning: A default signature has already been selected.", vbExclamation + vbOKOnly
        Me.Undo
    End If
Great!
Have a nice weekend.

/gustav
You too!  Thanks again.