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Display field as text box

  1. #1
    thekruser is offline Advanced Beginner
    Windows XP Access 2007
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    Aug 2010
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    Arrow Display field as text box

    What I have:
    I have three tables with the following fields (not all inclusive):

    tblPERSONAL
    -EmployeeNumber (PK)

    tblTRAINING_DESC
    -CourseID (PK)
    -CourseName

    tblTRAINING_DATA
    -TrainingID (PK)
    -EmployeeNumber (FK)
    -CourseID (FK)


    -CompletionDate

    What I am trying to do:
    Not all employees have been to all courses (obviously). However, I am trying to include a text box for specific courses on a subform (subfTRAINING). Currently all are displayed in a datasheet.

    My reasoning for doing this? There are literally hundreds of courses available within my organization. Some of which are a one-time deal (complete the course once and you are done) and some require annual recertification. It is for the annual-recertification courses I am trying to do this, as all my organization is concerned with is the most current date.

    The problem:
    Duplicate entries are being created by my clerks in error. For example: John Doe goes to Course 1, which requires annual recertification. When John goes back to Course 1, it is erroneously entered as a second instance of the course instead of just updating the date in the table.

    If Course 1 appeared as a text box and not in the datasheet, the clerk would not be able to create a duplicate entry, thus solving the problem. I hesitate to have Course 1 as a field in tblPERSONNAL, as that would go against normalization rules.

    I am completely open to any help you would be willing to give.

    Thank you in advance for your time and help.

  2. #2
    weekend00 is offline I may not be right
    Windows XP Access 2003
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    Why didn't you keep the history record? I think it's good to add new entry when the employee take a course or repeat a course.

    If you really want only one record in tblTRAINING_DATA for each people and course, you can create unique index on employeenumber and course id. this will avoid duplicates.

    you should not add a field course id to tblpersonnal table. if the people took 3 courses, how do you put 3 course ids in one field in the table?

  3. #3
    thekruser is offline Advanced Beginner
    Windows XP Access 2007
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    Quote Originally Posted by weekend00 View Post
    Why didn't you keep the history record? I think it's good to add new entry when the employee take a course or repeat a course.
    My main reason is size. A few thousand emplyees, a few hundred courses...we are talking several hundred thousand records annually.

    Quote Originally Posted by weekend00 View Post
    If you really want only one record in tblTRAINING_DATA for each people and course, you can create unique index on employeenumber and course id. this will avoid duplicates.
    Thank you for the idea. I have implemented it and it has solved my duplicate record issue. I would still like to find a way to show the data in a text box if at all possible.

    Quote Originally Posted by weekend00 View Post
    you should not add a field course id to tblpersonnal table. if the people took 3 courses, how do you put 3 course ids in one field in the table?
    Perhaps I did not explain correctly. I meant add Course 1 as a field with type: Date/Time within tblPERSONAL.

    Thanks again for your reply. I appreciate your help.
    Last edited by thekruser; 09-03-2010 at 03:01 PM.

  4. #4
    NoellaG's Avatar
    NoellaG is offline Expert
    Windows 7 Access 2007
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    Jun 2010
    Location
    Belgium
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    636
    Hi,

    I think the correct way to solve this, is to add an extra table: tblCourseSessions. Your tables could look like:

    tblPERSONAL
    -EmployeeNumber (PK)

    tblTRAINING_DESC
    -CourseID (PK)
    -CourseName

    tblTRAINING_SESSIONS
    - SessionID (PK)
    - CourseID (FK)
    - SessionDate
    (eventually extra fields for place, trainer ect.)

    tblTRAINING_DATA
    -TrainingID (PK)
    -EmployeeNumber (FK)
    -SessionID (FK)
    -Status (for instance: Invited, Accepted, Attended, Exused)


    greetings
    NG

  5. #5
    thekruser is offline Advanced Beginner
    Windows XP Access 2007
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    I love the idea. I definitely solves the duplicated data. Still will have a huge database after a couple of years, but I can purge old records every so often.

    However, is there not a way to show the data in a text box? Although, this solves the current issue, the text box question above was for more than one reason and I am still looking for a way to get it done. Any ideas? Thank you for the help.

  6. #6
    NoellaG's Avatar
    NoellaG is offline Expert
    Windows 7 Access 2007
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    Hi,

    to store some random information that will never be used in a search (for instance for personnel, a remark for people like me: 'never disturb before she had her morning coffee'), I have in most of my main tables a "Remarks" field, type memo.
    If you want to add some read-only information from other tables, you can add an unbound textbox and populate it through a DLookup function. However, be carefull, to many DLookups may slow down the loading of the form.

    greetings
    NG

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