Linking columns in access to a particular column.

[israellawndale]

Hello,

I am new to this blog and new to Access. Please help me out!.

I created a database of employees with multiple employee ID. Each employee has a badge for California, Florida, nevada and so on. Each badge has a due date.

I know how to run a report from access. however, let's say I need to run a report for "Joe Smith" and all of his badges. BUT; BUT i want the report to show all the badges and the due dates for that particular employee.

my concern is that I wouldn't want access to confuse one badge due date with another. My guess is, I would have to link or associate my California badge to my California due date badge before running the report. Therefore, when I print the report, I can see the right due date for right state badge.

[NoellaG]

Hi,

I think you need a table structure like the one in the attached jpg.

succes
NG

[israellawndale]

HI Dear NoellaG.

thanks for your replay. I sure can use all the help I can get!!..

Let me see if I can understand your attachment. So you are saying that I need to have three tables and then link them together.

Table 1. It should have all the employee's personal information.
Table 2 It should have all the badge numbers and the due dates.
Table 3 It should have just the State's badges.

I don't want to ask for much... I really don't know how to link them. How can i link one table column to another?. ... and just curious If am running a report for "Joe Smith" how does access know to pull just "joe's Smith's" Badge; when the table is full of people's badges?.

THANK YOU FOR YOUR TIME!!

[NoellaG]

Hi,

it's just the way a relational database works. You see that every table has it's PK (primary key). It's a field that has to be unique and always filled. A bit like your social security number. Once an official enters your social security number in the system, the database can retrieve every information about you.
In the related table all you have to do is to add one field that will contain this number, here it's called the foreign key field. If the person with primary key value 123 has 3 badges then in the connecting table tblEmployeeBadges there will be 3 records with the number 123.
The connection is made by creating a relation in the window Database Tools -> Relationships.
Just take some time to read a basic book about Access, or an on-line basic course, and you'll be fine.

greetings
NG

[israellawndale]

Dear NoellaG,


thanks for your help!!...


regards