Print / Save Button

[data808]

Have a form that the user will print after filling in some fields. On the form I have 4 buttons. 2 buttons are for opening different forms. 1 is to close the whole database. The last one is to print the form. I have the form set so that when the user opens the this particular form, it is blank and ready for the new record to be entered. In other words the navigation options are gone to scroll through previous records. All the user sees a blank form that needs to be filled out. Once the user fills out the fields and then prints the form, the record is saved into the table and the form becomes blank again for another new record to be entered.

The problem I am having now is that if the user cancels the print from the print window, the record will still be saved. Also if the user clicks on any of the other 3 buttons, whether it be to open another different form or close the database, it will also save the record into the table.

How do I prevent this from happening? I would ONLY like the record to be saved into the table IF they successfully print the form. So this I think would need to be tied to the print button but the other 3 buttons would need something to prevent the form from saving the record if any of the other buttons are clicked. I should also mention I setup the buttons with macros. I don't know anything about VBA.



Can anyone help with this?

[ItsMe]

It seems as though you will need to validate saving the record in a separate process from printing. Perhaps printing a report will afford you the opportunity to separate printing from data entry. Another approach may be to have a second (copy) form open and do the printing. You could have the form open to the specific record and maybe open in hidden mode.

You may have to change the work flow in order to do this. Business rules can be fun...

[data808]

No I need it to vanish when they print so the user does not change the record once its printed. This way I know exactly what they are printing without them altering the record after. What else ideas do you have for this? Remember the user is only able to see the one record they are working on. Once they print, the form goes blank and ready for the next record. They cannot look at previous records in the form or table. I'm going to hide the table. Let me know if there is a way to do what I need.

[ssanfu]

I should also mention I setup the buttons with macros. I don't know anything about VBA.

I think your requirements can be met, but it requires VBA code. I do not use macros because they are too limiting - I only use VBA code.


It sounds like you are using bound forms; data is saved anytime you move to a new record, change forms, print.... automatic saves.
After data is entered, the form becomes "dirty". To go to a different form, you would have to cancel the save and undo the data entry.


Or you could use unbound forms.
The problem with unbound form is that *you* have to do the heavy lifting.
You write code to manage the data, when/if to save the data, clear the controls... everything. (also requires some SQL knowledge)

I don't know how to meet your requirements using just macros....

[data808]

Yes bound forms is exactly what I am using. What you've described is spot on. So maybe if I mess with the dirty property you think I can get it to do what I need?

"To go to a different form, you would have to cancel the save and undo the data entry."

I've actually had this idea but couldn't figure out how to get it done. I do have a VBA that I saved from another database that will ask the user if they want to save or undo before update. So whether its a new record or an edit on an existing record, it will prompt the user to save changes or undo. The problem with this is that if the user prints or goes to another form, it will ask if they want to save and they can easily just click undo and the record won't save even if they print. The macro I have now on the print button has run command-print selection, close form, then reopen the same form. This is why the user will only see a blank form after the print. I am also having trouble with the fact that if they cancel the print it will still go through the macros and save the record even though the record was never printed. The thing is, this document is going to be given to customers and I need to see exactly what they are giving the customer. So that's why I setup the database like this.

[data808]

Ok I got a little closer. On one of the buttons that I use to go to another form, I put the run command-undo macro first, then open new form and close current form. So if the user enters any data in the form and then decides not to print but instead clicks on this button to open a new different form, it will not save the record. HOWEVER, it will not work if the user does not enter anything in this form because there is nothing to undo. Any ideas to get around that?

[ssanfu]

HOWEVER, it will not work if the user does not enter anything in this form because there is nothing to undo. Any ideas to get around that?

In VBA, I would check the dirty property.
TRUE would mean data had been entered,
FALSE would mean there were no entries.

If me.Dirty then
Me.Undo
End if

Don't know how to do this in a macro...

[data808]

I have no problem converting the macros to VBA code using the feature in Access. Would you be able to assist me in the VBA code I need to get this done? This would be a life saver. I'm getting close to the deadline on this project and I'm suffering on the areas I know would be so much easier if I knew how to do VBA. Thanks so much for the help.

[data808]

Oh and there is no dirty property for the command button. Only for the form itself in the event tab. Unless, can you create an event property for the button?

[ssanfu]

I might have time on Sun to look at your dB....
Do a compact & Repair, Zip it, and attach it to a post. Tell me which form to look at.

...there is no dirty property for the command button

Correct. When you type the first character in a control on a form, the form becomes "Dirty".

[data808]

I figured it out with some help from looking online and thinking of some of it myself. I was pretty proud of myself for doing a lot of the thought process to finish this. I will post the code below to show you what I did. I just want to say thank you so much for replying and helping me out too. If it wasn't for forums like this, it would take a lot longer to get anywhere with Access. Thanks again and here is the code for the 4 buttons:

Private Sub Close_Form_Click()

If Me.NewRecord And Me.Dirty Then
Me.Undo
End If

DoCmd.Quit

End Sub

Private Sub cmdMenu_Click()

If Me.NewRecord And Me.Dirty Then
Me.Undo
End If

DoCmd.OpenForm "Main Menu", acNormal
DoCmd.Close acForm, "DL Clearance"

End Sub


Private Sub cmdQuery_Click()

If Me.NewRecord And Me.Dirty Then
Me.Undo
End If

DoCmd.OpenForm "Query Menu", acNormal
DoCmd.Close acForm, "DL Clearance"

End Sub

Private Sub cmdSavePrint_Click()

If Not IsNull(Me.Clerk_Initial) Then
DoCmd.Save
DoCmd.GoToRecord , , acNewRec
MsgBox "Record has been saved. To delete record, report to a Supervisor."
DoCmd.PrintOut
Else
DoCmd.CancelEvent
Beep
MsgBox "You must enter your initials.", vbInformation, "Required Data"
DoCmd.GoToControl "[Clerk Initial]"
End If

End Sub

I just realized that the Docmd.CancelEvent for the last button is probably not even necessary. But hey, I'm learning. haha