Data Entry Mode to Edit Mode(?)

[Farrah]

We are currently having a database built for our company. When selecting a Form, it opens on a Blank Record, however, when we search for a record and select it, it will open the first record we ever entered into the database and then populate the record we are searching for. Is there a work around for this? We are told it is going from Data Entry mode, to edit mode and that is what is causing the temp record to populate. Projects Form.zipProjects Form.zip

crossposted at https://techcommunity.microsoft.com/...de/m-p/4123718

[xps35]

That's hard to say because we only see the front and don't know what's happening at the back.

[June7]

Might help to show code. Or provide db for analysis.

If you really want to see only the one record and not navigate all records, perhaps code should set RecordSource property with WHERE clause criteria for the one ID.

[Welshgasman]

Sounds nonsense to me TBH.

[Farrah]

I cannot provide the database because we are having someone make it for us, but I can ask him to send a screenshot of the backend. Is there something I should ask in particular? His reasoning when asked why it is doing this is below.

"What you are seeing is the Project form transitioning from Data Entry mode to Edit mode. Since we are opening the main data entry forms in Data Entry mode now, when someone uses the Go To Project drop down list, the first thing we have to do is change from Data Entry mode to Edit mode so that the historical projects show up. When we move from Data Entry mode to Edit mode, Microsoft Access takes the Project form to the first record, as if you had opened the Project form in Edit mode as we used to do. We then move to the chosen project in the Go To Project drop down list. We will see what we can do to address this issue, however, this something that Access is doing on its own, so we don’t really control what is happening there."

We want to see the historical data, but we want the form to open on a blank record.

[Farrah]

What part sounds Nonsense? I will try to explain it better.

[xps35]

Is there something I should ask in particular?

At least we need to see the code that causes the selected record to be shown.

[Welshgasman]

Their explanation. They should be opening the form in the correct mode, not open it in one mode and then switch to another. From your last paragraph, that is what you appear to be asking for? I would have some way to identify which mode you want. TBH opening the form always in data entry mode seems strange to me, especially when you say you want to see historical records. I would be opening it with everthing or record required, then giving an option for new record, not the other way around.

[Welshgasman]

Data entry mode is very badly named. You cab enter new data in an edit only form. All data entry does is only ever allow new records? Only good if that is all that form is ever going to do.
However as you have a developer writing this, I doubt they are going to take any notice of our opinions.

[June7]

The behavior and explanation does make sense to me. Several ways to deal with.

1. Don't use DataEntry setting. When form opens, code goes immediately to New Record row.

2. Again don't use DataEntry setting. Set form RecordSource in design like: SELECT * FROM MyTable WHERE ID=0;. Then with code change RecordSource SQL statement to modify filter criteria and display desired record(s).

3. Separate search and data forms.

4. Tolerate the behavior.

[Farrah]

We have different departments (with different designations) entering data at any given time, which is why it was elected to open on a blank form to prevent confusion.

I asked to see how the backend was coded and received:
"Every Microsoft Access form has a property called DataEntry. When this property is set to True, as when the form is opened, it puts the form on a new record for adding a new record. When a user selects from the Go To drop down list, we are simply toggling the DataEntry property to False. This has the effect of putting the form into Edit mode where you can see the existing records for that form, and Microsoft Access on its own, always puts the form on the first record of the existing records.

So, when the form opens, we set the DataEntry property to True, and when someone uses the Go To drop down list, we set the same property to False."

[June7]

Option 2 will open blank form but still allow new record entry.

Or consider another option. Open form filtered to appropriate department records. This requires determining who the user is and which department they are associated with. That's what a Users (or Employees) table accommodates. Either have a login procedure or grab username with Environ() function and find them in Users table to get department.

Are users really confused by seeing all departments records?