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Display contents of a table on a form - MS Access

Posted on 2016-10-24
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Last Modified: 2016-11-13
I have an Access database wherein, through a Form with numerous textboxes, “Employee A” enters records that get saved to a table (Employee A’s credentials are also saved to the table to be able to identify who entered the records). In the table, I have a Batch Number field. Let’s say on a given day, in one sitting ‘Employee A’ enters a bunch of records and then finalizes that particular batch by either pressing a “completed” button or by exiting the database.

Eventually, “Employee B” will have to do something with the information contained in the batch records. What (s)he will have to do is independent of anything I’m asking the database to handle.

All I’m looking for the database to do (unless someone has a better idea, which on here seems to always be the case) is to have a form for “Employee B’s” use to display records in a batch or batches (that Employee A entered) and to have a checkbox (or some similar boolean functionality) next to each record that allows “Employee B” to mark or “check-off” the records that (s)he has taken care of so far.  Employee B’s credentials as well as the checkbox information would be the only fields in the original record that could be updated by Employee B.  Employee B cannot tamper with any other fields in the record. Employee B’s only function is to mark or “check-off” the records (originally entered by Employee A) that (s)he has taken care of.

So, the question is:

How do I display the contents of a table in a list format that allows a user to “check-off” any unchecked records and when (s)he does, have the table updated with the “check-off” value and Employee B’s credentials (let’s say UserID and name).

I mentioned ‘display the contents of a table’ directly above because I’m trying to keep my question as short and simple as possible. Ideally on the form for Employee B’s use, I’d like to have a combobox or the like that will list the “open” batches (i.e. batches where all records have not been checked-off yet…meaning Employee B has not addressed all batch records yet).  Employee B would then select the batch (s)he wants to work with from the list and that batch’s contents would be displayed on the form (as opposed to the ENTIRE table’s contents).

Thank you.
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Question by:dbfromnewjersey
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5 Comments
 
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Expert Comment

by:COACHMAN99
ID: 41857772
There is a lot going on here but:
1. A tabular (vs columnar)  form will look like a table but provide programmability
2. if you have fields to store check-off value and user in the table then the 'before update' event can assign values to these fields.
3. there are also table macro options to automatically assign values to fields based on table-events
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Expert Comment

by:Eric Sherman
ID: 41857795
I agree with Coachman99 ... Your question is more of a Gig to be honest.  I had to do something similar for a client that needed the ability for users to resolve Time Clock entries that posted to a Suspense table within the Access database from a satellite vehicle resource management system for any one of several reasons.  Each Dispatcher could select the suspense entries that they were resolving and delete it once it was determined the entry was erroneous or if it needed to be added to the Time Clock module for that work day.

Here is the form similar to what you are asking.  Again, you would really need to post this as a Gig so I can get involve with it and customize the concept to fit your needs.  It is not just a one straightforward answer.

ET

Sample1
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Author Comment

by:dbfromnewjersey
ID: 41858592
OK. I'll try to send over a simplified version of what I have so far in a little while and it'll probably be much easier to see what I'm trying to accomplish.  All I'm really trying to do is have 'User A' be the one who enters records.  Then 'User B'  does something outside of the database with those records but uses the database to 'mark' the records (s)he's already taken care of.

So, basically, User B is using the records entered but User A as a 'check-off' list.  Marking the records as they are taken of so (s)he can know which records (that require action) have been 'closed' and which are still open items.  

The concept is simple but I'm sure the programming isn't.
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Accepted Solution

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COACHMAN99 earned 2000 total points (awarded by participants)
ID: 41858979
Use a 'closed' checkbox (database field) that is disabled unless user-B is logged on (either by a login system or using X=CreateObject("wscript.network").UserName ' returns User Name.
or
UserName = Environ("USERNAME")
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Expert Comment

by:COACHMAN99
ID: 41885212
dormant
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