managing multiple related subforms and many to many relationships

[banderson]

Hello I'm new to developing databases in Access and using Access2003. I have a dataset with a few many to many relationships that I have created linking tables for to make multiple 1:M relationships.
My problem is trying to figure out a set of forms and subforms for this data in which the users can enter new data in a straightforward way. In my dataset there are: Buildings, Contacts, addresses for buildings and contacts, and different types of contacts. The contact types are super, manager, and volunteer.
Here are the relationships:
- A building has more than one contact and a contact can be associated with more than one building. (M:M)
- contact can be more than one type (1:M)
- an address can be associated with more than one contact (1:M).
- a building is associated with one address. (1:1)

Here is how I set up my tables:

tblBldg
BldgID PK
BldgName
(other unique bldg attributes)
AddrID FK

tblContacts
ContactID PK
ContactNmLast
ContactNmFirst
(other unique contact attributes)

tblContactTypes
TypeID PK
TypeNm

tbl Addresses
AddrID PK
StreetAddr
City
State
ZipCode

tblContactTypeU Q
ContactTypeID PK
ContactID
TypeID

tblContactTypeA ddr
ContactTypeID
AddrID

tblBldgContactT ype
BldgID
ContactTypeID

Specifically, I tried to set up a form starting with Buildings that had subforms in which you can view the building address and the multiple contacts associated with a building and their attributes (including their addresses - a nested subform under Contacts). When I add a new building name in the main form and then try to add an address for that building in the adress subform (to be entered in the address table) it will not let me b/c there is not already an ID for the Address that I want to add. Also, when I try to add a contact and its related data in the contact subform, the linking tables do not update (the tbl BldgContactType table or a record is not added to the tblContactTypeU Q table). Same for the table linking ContactTypeID and AddrID.
Please advise!
thanks in advance.
Bridget

[FishVal]

The error message is:
The text you entered isn’t an item in the list.
Select an item from the list or enter text that matches one of the listed items.

It appears as though it refuses to enter the data into the table after telling you it did enter the new data.

Hi, Bridget.

I beg your pardon for the delay. Was very busy.
The cure seems to be simple so far.
Invoke "Requery" method on the combobox as soon as new record was appended to the table.
Smthng like

Addr1.Requery

after DoCmd block.

[banderson]

Thanks! I'm now getting an error message that says you have to "save the field before running the requery". I tried to use DoCmd's toopen the table into which the new data is written and then save and close, but this did not work. Is there another way in which I can save the field first before running the requery?

Hi, Bridget.

I beg your pardon for the delay. Was very busy.
The cure seems to be simple so far.
Invoke "Requery" method on the combobox as soon as new record was appended to the table.
Smthng like

Addr1.Requery

after DoCmd block.

[banderson]

I'm now trying an alternate way to add new data to a combo box:
I created an "Add Address" button. If the address is not in the combo box, the user clicks on the button, which opens a form "frmAddress " to directly enter data into tblAddr1f. The user can add the new record and click a "Done" button to close the form. On exit, I run the requery. Now when I click on the Addr1 combo box in the frmBuildings the new address is present. I have two questions about this tactic, however:
1) Is there a way to automatically populate the Addr1 control with the newly added address in the record from which I clicked the "Add Address" button?
- Right now, it adds the address to the combo box, but I have to go an select it from the list.
- Another odd thing is that when I close the frmAddress after adding a new record, I view the record from frmBuildings that I was working on. However, when I click on the combo box to select that new address, it jumps me to the first record in the frmBuildings. How do I keep the record I was working on active?

Thanks again in advance for any insight!
Bridget
PS if this is a terribly inefficient way to do udpate a combo box, and I should return to the previous method, please let me know! I just couldn't get the other to work... :(

Thanks! I'm now getting an error message that says you have to "save the field before running the requery". I tried to use DoCmd's toopen the table into which the new data is written and then save and close, but this did not work. Is there another way in which I can save the field first before running the requery?

[FishVal]

Thanks! I'm now getting an error message that says you have to "save the field before running the requery". I tried to use DoCmd's toopen the table into which the new data is written and then save and close, but this did not work. Is there another way in which I can save the field first before running the requery?

Hi, Bridget.

Plz, post additional information concerning combobox Addr1

• RowSource - if it is table post table metadata, if it is query post SQL
• BoundColumn

[FishVal]

I'm now trying an alternate way to add new data to a combo box:
I created an "Add Address" button. If the address is not in the combo box, the user clicks on the button, which opens a form "frmAddress " to directly enter data into tblAddr1f. The user can add the new record and click a "Done" button to close the form. On exit, I run the requery. Now when I click on the Addr1 combo box in the frmBuildings the new address is present. I have two questions about this tactic, however:
1) Is there a way to automatically populate the Addr1 control with the newly added address in the record from which I clicked the "Add Address" button?
- Right now, it adds the address to the combo box, but I have to go an select it from the list.
- Another odd thing is that when I close the frmAddress after adding a new record, I view the record from frmBuildings that I was working on. However, when I click on the combo box to select that new address, it jumps me to the first record in the frmBuildings. How do I keep the record I was working on active?

Thanks again in advance for any insight!
Bridget
PS if this is a terribly inefficient way to do udpate a combo box, and I should return to the previous method, please let me know! I just couldn't get the other to work... :(

Both methods are quite acceptable. The question is what method looks you more suitable? There is even 3rd method. Retrieve into combobox list with a specific row, let us say "Add new address", which when chosen opens form for entering new address record?

What seems to you more suitable? Choose one from the three.

Anyway additional info concerning the combobox would be useful. See my previous post.

[banderson]

Good morning,

The SQL for my Row Source is:
SELECT qryAddr1f.Addr1 , qryAddr1f.Addr1 ID
FROM qryAddr1f
ORDER BY qryAddr1f.Addr1 ;

The Bound Column is 2
(The Column width is 1";1" ( I remember getting an error message at some point that the Column Width had to match the bound column or something like this...)

Bridget

Hi, Bridget.

Plz, post additional information concerning combobox Addr1

• RowSource - if it is table post table metadata, if it is query post SQL
• BoundColumn

[banderson]

Hi FishVal,
Right now, I am liking the button method - maybe because I actually got it working - sort of... :) If I can fix the issues in my previous post on the button method (copied again below) I'd probably go with this option... As always, any insight greatly appreciated!
Bridget

1) Is there a way to automatically populate the Addr1 control with the newly added address in the record from which I clicked the "Add Address" button?
- Right now, it adds the address to the combo box, but I have to go an select it from the list.
- Another odd thing is that when I close the frmAddress after adding a new record, I view the record from frmBuildings that I was working on. However, when I click on the combo box to select that new address, it jumps me to the first record in the frmBuildings. How do I keep the record I was working on active?

Both methods are quite acceptable. The question is what method looks you more suitable? There is even 3rd method. Retrieve into combobox list with a specific row, let us say "Add new address", which when chosen opens form for entering new address record?

What seems to you more suitable? Choose one from the three.

Anyway additional info concerning the combobox would be useful. See my previous post.

[FishVal]

Good morning,

The SQL for my Row Source is:
SELECT qryAddr1f.Addr1 , qryAddr1f.Addr1 ID
FROM qryAddr1f
ORDER BY qryAddr1f.Addr1 ;

The Bound Column is 2


Bridget

Hi, Bridget.

I generally implement the same combo configuration. The code below is a working NotInList handler from one of my DBs.

Private Sub Addr1_NotInList(NewData As String, Response As Integer)
 
    Dim RS As New ADODB.Recordset
 
    Response = acDataErrContinue
 
    If MsgBox("Dou you want to add " & NewData & " to item names list", _
        vbInformation + vbYesNo, "Add new item confirmation") = vbNo Then Exit Sub
 
    Response = acDataErrAdded
 
    With RS
         .Open Me.Addr1.RowSource, CurrentProject.Connection, _
            adOpenDynamic, adLockOptimistic
        .AddNew
        ![Addr1] = NewData
        .Update
        Me.Addr1 = ![Addr1ID]
        .Close
    End With
 
    Me.Addr1.Requery
 
    Set RS = Nothing
 
End Sub
 

BTW what do you mean by this.

(The Column width is 1";1" ( I remember getting an error message at some point that the Column Width had to match the bound column or something like this...)

To the best of my knowledge column width doesn't have to match anything. At least I've never encountered problem with this.

Regards,
Fish

[FishVal]

Hi FishVal,
Right now, I am liking the button method - maybe because I actually got it working - sort of... :) If I can fix the issues in my previous post on the button method (copied again below) I'd probably go with this option... As always, any insight greatly appreciated!
Bridget

1) Is there a way to automatically populate the Addr1 control with the newly added address in the record from which I clicked the "Add Address" button?
- Right now, it adds the address to the combo box, but I have to go an select it from the list.
- Another odd thing is that when I close the frmAddress after adding a new record, I view the record from frmBuildings that I was working on. However, when I click on the combo box to select that new address, it jumps me to the first record in the frmBuildings. How do I keep the record I was working on active?

Hi, Bridget.

Plz post all the code of button_Click procedure.
Basically you need to update your combo with AddrID. But as soon as AddrID is Autonumber you can't do it before you've append new record to tblAddr.
If you append new record via separate form, then there are at least two different approaches.

• the form where you enter new address update combobox "Addr1", referencing to it via "Forms" collection, e.g.
  

  Forms![Main form name]![Subform name]![Addr1] = <New value>
   

• the button_click code opens the form in modal mode and then updates combobox "Addr1" retrieving last [Addr1] with DMax function.

Anyway forms are separate objects and synchronization between them will require a bit of coding. For example the code must handle such a situation when the form was opened but no record was appended.

Regards,
Fish

[banderson]

Hi FishVal.
Here is the OnClick code for the btnAddAddr in the main form:

Private Sub btnAddAddr_Click()
On Error GoTo Err_btnAddAddr_Click
 
    Dim stDocName As String
    Dim stLinkCriteria As String
 
    stDocName = "frmAddr1"
    DoCmd.OpenForm stDocName, , , stLinkCriteria
    DoCmd.GoToRecord , , acNewRec
Exit_btnAddAddr_Click:
    Exit Sub
 
Err_btnAddAddr_Click:
    MsgBox Err.Description
    Resume Exit_btnAddAddr_Click
 
End Sub
 

This opens frmAddr1 in which I can add a new address.

Then there is a "Done" button in the frmAddr1
The code here for this button is:

Private Sub btnDone_Click()
On Error GoTo Err_btnDone_Click
 
    DoCmd.Close
 
Exit_btnDone_Click:
    Exit Sub
 
Err_btnDone_Click:
    MsgBox Err.Description
    Resume Exit_btnDone_Click
 
End Sub
 

What happens after I click "Done" is that the frmAddr1 closes and you are back looking at the main form. However, the new address is not showing in the control and when i click on the control to select it, the form jumps back to the first record.

Bridget

Hi, Bridget.

Plz post all the code of button_Click procedure.
Basically you need to update your combo with AddrID. But as soon as AddrID is Autonumber you can't do it before you've append new record to tblAddr.
If you append new record via separate form, then there are at least two different approaches.

• the form where you enter new address update combobox "Addr1", referencing to it via "Forms" collection, e.g.
  

  Forms![Main form name]![Subform name]![Addr1] = <New value>
   

• the button_click code opens the form in modal mode and then updates combobox "Addr1" retrieving last [Addr1] with DMax function.

Anyway forms are separate objects and synchronization between them will require a bit of coding. For example the code must handle such a situation when the form was opened but no record was appended.

Regards,
Fish