Applicants Database

[Rauf]

Hi,


I am going to develop an application in ACCESS and would appreciate your suggestions about it's design.

Input will be the following fields:
1. IDNumer 2. FirstName 3.LastName 4.Dateofbirth 5.PlaceOfBirth 6.Father'sName 7.Mother'sName

The end product should be like this:
when i open the database, a window should prompt with the following options(Buttons):
1. "Search"(The simple option is that the search button should search by IDNumber)
if the record is found there should be a button "Print" on the custom designed form/report which should print this record. If not found the next window should prompt to "Add Record" and "Print"

Regards
Rauf

[rzw0wr]

First, as always, decide what data you want out of your database.
What is your database for? What use?

Then we can decide on what to put into it and how to manage your data.

Dale

[Rauf]

Thanks Dale for replying, i want to develop a registration database. Actually the people come to my organization for issuance of certificates. We issue certificates by manually typing from their i.d. cards and if the same applicant comes again after some time for issuance of same certificate, we have to type it again.
I want that once we register the data of a person as shown in "Input" of my previous post, the next time we should ask the i.d number and get it printed.

The output should be the same data like input in a tabular form/report, i mean

First Name:
Last Name:
etc...

I want the output should be on a formatted custom designed form/report which include the company logo,name and contact number etc.

Regards
Rauf

[rzw0wr]

Thank you Rauf for the partial information.
So far I know you want to stor the first name and last name of someone.

Are we to guess at the rest of the data you want stored?

I am not try to be terse with you I am asking WHAT, completely you want out of your database.
This is not a general question. It is very specific. The same question I would ask my client.

Dale

[Rauf]

No problem
the data to store
1. IDNumer 2. FirstName 3.LastName 4.Dateofbirth 5.PlaceOfBirth 6.Father'sName 7.Mother'sName

[rzw0wr]

That is all you want out of your database when it is complete.
You will have report(s) with just this data on them?

You will not have any other information about a person?

I would make a table for the person.
tblApplicant
tblApplicant_ID PK
FirstName
LastName
DOB
POB

tblFather
tblFather_ID PK
FatherFName
FatherLName
Applicant_ID FK

tblMother
tblMother_ID PK
MotherFName
MotherLName
Applicant_ID FK



Dale

[Rauf]

what i think that there should be only a one table that is Applicants data base and what i need mainly is to design the output e.g. control button to search, add and print

[rzw0wr]

Then make one table.
I only suggested.


Dale

[Dal Jeanis]

If you are just trying to save from having to input the data twice, your design is fine.

One table for your info.

Two forms - one for search by ID, one for displaying/inputting info. When you search by ID, if the record is found, you will open the second form with data in it. Otherwise, you will open the second form with no data in it, for data entry. You could make the second form a subform, and the first form the main form, so that you have only one display element in your database.

One report. (which will be called rpt_MyReport in the example below)

Behind the print button on the second form, (the button will be called cmdPreviewReport for this example code) you will have code that looks something like this:

Private Sub cmdPreviewReport_Click()
On Error GoTo Err_cmdPreviewReport_Click
    Dim stDocName As String
    
    stDocName = "rpt_MyReport"
    DoCmd.OpenReport stDocName, acPreview
    
Exit_cmdPreviewReport_Click:
    Exit Sub
Err_cmdPreviewReport_Click:
    MsgBox Err.Description
    Resume Exit_cmdPreviewReport_Click
    
End Sub

Just to be specific, if you don't know how to put code behind a button...
1) in design view, draw the button,
2) right-click the command button, select properrties to open the property window.
3) Go go to the All Properties tab, set the button's name.
4) Go to the Event Tab, right-click the ON CLICK event, click the three dots, choose CODE BUILDER, and insert the above code there.

That should get you started.

[Rauf]

Then make one table.
I only suggested.


Dale

Thanks Dale, i have developed a very simple database, if you say, i can send you by email for your kind suggestions and amendments.

Regards
Rauf

[Rauf]

Thank you so much Dal Jeanis for your kind attention and a detailed reply, i can imagine, it's approximately the same thing which i want, i'll try and let you know.

Regards
Rauf

[Dal Jeanis]

No problem.

I know at the beginning it seems like there's such a tangle of things you need to know. Each one by itself is easy, but the combination of everything seems daunting.

Folks with a lot of experience will write advice that is (to them) a single step, and to you it is a full day's fidgeting and learning.

Here's the code to go behind a button called cmdNext which would open the form frmNextFormname and close the current form.

You would use code like this only if you want that behavior based on a button click. On the other hand, if you set your app up as main form / subform, you wouldn't use this type of code.

Private Sub cmdNext_Click()
On Error GoTo Err_cmdNext_Click
    Dim stDocName As String
    Dim stLinkCriteria As String
    stDocName = "frmNextFormName"
    DoCmd.OpenForm stDocName, , , stLinkCriteria
    DoCmd.Close acForm, Me.Name
    
Exit_cmdNext_Click:
    Exit Sub
Err_cmdNext_Click:
    MsgBox Err.Description
    Resume Exit_cmdNext_Click
    
End Sub

The significant command in this code is DoCmd.OpenForm, just like the significant command in the prior code excerpt was DoCmd.OpenReport. You can google DoCmd and find all the various options. As you would expect, there is one for Opening a Query called... can you guess?

[Rauf]

Thank you So much Dal Jeanis for such a generous and detailed info. I have developed a a simple application, if you suggest, i ll send it to you by email to check.

Regards
Rauf

[Rauf]

DoCmd.OpenQuery

[Dal Jeanis]

@Rauf - Excellent. Please mark the thread answered.

If your application works the way you want, then no need to send it.

If it doesn't, then (1) start a new thread, with a very specific explanation of what behavior needs to be corrected, (2) create a copy of your app that is scrubbed of any confidential information, (3) zip it, and (4) post it with your question.

Folks here love to help, if they can understand the need and the issue.