Checkbox Report

[MBA80]

I am totally new to using Access and have created a very basic table and form (one each). What I would like to do is generate two different reports based on the table information. The table only has five fields: TicketNumber, OccuranceDate, CompletitionDate, HoursToComplete, and a checkbox for Routine Maintenance (yes or no).

I would like to generate one report that only includes records that have the checkbox checked, and the other report to only include records that do not have the checkbox checked.

Any help would be appreciated.

[Robeen]

One way to approach this would be to:
1. Create one query that returns all the records with the check box checked - and another for records where the check box is NOT checked.
2. Use Report Wizard and create one report based on each of the queries.
Let us know if you have any questions!

[MBA80]

I tinkered a bit with the query wizard, but wasn't able to do what you mentioned. Would I have to build my own query, or am I just not seeing how to make the query with the wizard properly?

[Robeen]

OR . . . you could create ONE query on your table - and under the 'Routine Maintenance' field - in the Criteria row - put this:
[Enter Yes or No for Routine Maintenance]

Now - when you run the query - it will ask you to provide a Yes or No value for 'Routine Maintenance'.

Next - create the report - using the Wizard - based on your query.
When you run the report - because it is getting data from the query, the query will prompt you for that value.

Hope this helps!!

[MBA80]

I am in the query design view screen. Under the column for RoutineMaintenance I put what you said in the criteria field, fixed to match the name of the field for the checkbox. On the table in design view, I have the field name as RoutineMaintenance and the Data Type as Yes/No.

When I save the query, after making the change you recommended, and try to run the query I get the box you mentioned "Enter Yes or No for RoutineMaintenance" If I put either yes or no in the box is responds with an error "This expression is typed incorrectly, or is too complex to be evaluated. For example, a numeric expression may contain too many complicated elements. Try simplyfing the expression by assigning parts of the expression to variables."

[Robeen]

Change it to this:

[Enter -1 {Yes} or 0 {No}]

The Yes [-1] means the check box will be checked . . .
You can change the wording of the prompt to suit your need.

There's a way to make this a more sophisticated prompt . . . but see if you can go with this for now.

[MBA80]

I ended up making two different queries. One for "yes" and one for "no." I then generated reports for each of the queries. Thank you for all the responses. They were helpful in getting me looking in the right location and giving me ideas to try, I appreciate it.