Update Delays in Form with Sub-Form

[rjgriffin46]

In our Student Administration database, I have two forms with sub-forms that perform similar functions.

One is called Tests and Grades and the other is called Evaluation Parameters and Ratings.

In both cases, the "Master" form contains parameter type information.

Test parameters is bound to a Test Parameters table that has a record for each of 14 tests given during the course of our 16 week food service training academy class. The record includes the class number, test number, date, # questions, weight and grade scoring parameters. The sub form displays all the student detail records (ie., Test results). It is where, via an unbound combo box look up, students are selected from the look up list and the student's test result (# of incorrect answers) is entered. A test results record is then created with this information and all such records are displayed in the sub-form.

The Evaluation parameters "Master" form and Evaluation Ratings works in the same way. Rating scores (from 4=Excellent to 1=Unsatisfactory) in 9 different fields (eg., Task Completion, Attitude, Teamwork, Following Directions) are entered and an Evaluations record is created.

In both student combo box look up queries, there is criteria that the Class number for the student equal that for the Master Parameter record. When you change the Master record to one from a different class (eg., you are looking at Test 14 for Class 2014-3 then change to Test 1 for class 2015-1), then the list of students supplied by the combo box look up query in the sub-form shows only students from that class. Similarly, any previously entered records displayed would also be only for that parameter (test or evaluation) and class.

Both forms use a query as record source for the sub-form which query includes fields from the respective parameter table, the detail table (ie., Test Results and Evaluations respectively) and a Students Extended query.

The Tests and Grades form works excellently with the list of students changing as soon as you move to a Master record that is for a different class.

The Evaluation Parameters and Ratings form, however, has a "lag" requiring clicking Refresh All on the Ribbon in order to "sync" the Master, Sub-form and student look up Combo box. Through painstaking re-creation, I have observed that the difference is that the Test and Grades sub-form Default View property is Datasheet, while the Evaluation Parameters and Ratings sub-form is Continuous Forms. The latter is because there are too many Evaluations fields to display in a datasheet without an unacceptable amount of scrolling. But, when I changed the Evaluations sub form to Datasheet, it performed properly, just like the Tests and Grades sub-form.

So I have the following questions:

1. Is the fact that the sub-form with Datasheet Default View displays and instantly syncs properly while other Default Views require a refresh a known or at least understandable Access trait?
2. How can the Evaluation Ratings sub-form be made to sync properly with the Master form without having to click Refresh?
3. As a compromise, how could I create a "Refresh" button on the form and what would be some sample coding for it?

Please let me know if any of the above is unclear or lacking information.



As always any help is greatly appreciated.

[ssanfu]

I don't have a clear understanding of your dB...I got lost trying to understand the forms arrangement - which is the main form and which is the sub-form. Or is it main form, sub-form and sub-sub form?

I haven't seen this behavior before, but that doesn't mean anything.

It would help to see your dB. If you can post it, maybe have 2 tests with 5 -10 students for each test. Change any sensitive data.

[rjgriffin46]

I don't have a clear understanding of your dB...I got lost trying to understand the forms arrangement - which is the main form and which is the sub-form. Or is it main form, sub-form and sub-sub form?

I haven't seen this behavior before, but that doesn't mean anything.

It would help to see your dB. If you can post it, maybe have 2 tests with 5 -10 students for each test. Change any sensitive data.

Based on responses to prior posts, I suspected that my explanation would not be clear. Perhaps the following will clarify the forms:

Relationship	Tests and Grades Form	Evaluation Parameters and Ratings Form
Master/Main Form	Test Parameters	Evaluation Parameters
Child/sub-Form	Test Results	Evaluation Ratings

The database is too big to upload to this forum (6.7mb zipped) so I have uploaded and shared a copy on box.com. Here is the link:

https://app.box.com/s/6lecsidmso1x0p9zvyi5jghu5v8l6x2y

Obviously you will have to re-link the back end, after which it should open to the Welcome screen in the Navigation form. Click on the 4th item, Tests and Grades. You may have to close the ribbon to view the whole form and even then scroll a bit. Use the record navigator at the bottom to rotate through or go to the 2 sets of 14 Test Parameters, one for Class 2015-1 and the other for Class 2014-3. They are in descending class order, then ascending Sequence # order. You should see that the Students change when you go from a 2014-3 test to a 2015-1 test, as does the Student look-up drop down list.

Then go to the 8th menu item, Evaluation Parameters and Ratings and also use the record navigator to move through the Parameter records. There are only 4 Parameter records, 2 for each class. It opens with Class 2015-1, Evaluation Number 1. If you advance the record selector twice it goes to 2014-3, Evaluation 1. You'll see there is data there but no names. If you click the Student list arrow, you see the 2015-1 Students instead of the 2014-3 students. Then, click on Refresh All from the Ribbon and the Student names should appear in the field and the 2014-3 students appear in the look-up drop down list. If you go back to 2014-3 you'll have the same experience.

Appreciate your interest and any insights.

Thanks

[rjgriffin46]

Does anyone have any thoughts or more questions on this thread?