Outputting reports as PDF

[g diddy]

Hi I'm relatively new to VBA and could really do with some help please!! This is going to sound really long winded i'm sorry but I hope it will paint a picture of what i'm trying to do.

Basically here is what I want to do: I want a form (Selector) to have 4 check boxes and a Run command button. When the user clicks run another form (ReportsMenu) will appear giving various options. Importantly though, when the user clicks OK (in the ReportsMenu form) I want (depending on which check boxes are checked in the Selector form) to output the reports as pdf files. The code currently outputs the reports as snapshot or rich text format (depending on which radio button is checked in ReportsMenu) but they would prefer it if instead of this it just outputted straight to PDF when OK was clicked.

However currently the Selector form has 5 radio buttons (one is used to select all) so the user can only select all or one of the 4 options (which is why they want it to have check boxes instead so they can pick more than one but not necessarily all (which I have changed in the Selector form)). The problem (eventually got there i'm sorry!!) is with the ReportsMenu form. The original code for the ReportsMenu is very messy and, as i'm not very familiar with VBA (nor with the logic of the person who wrote the code), i'm not sure which parts to change (to print as PDF) and what to leave as it is. (I would just start the whole thing from scratch but there is some code linked to outlook that im not sure affects anything else at all or not)

Here is the code (it is very long I apologise):

Option Compare Database
 
Function ExSnap1()
On Error GoTo Macro1_Err
 
Dim MyChoice As String
Dim MyReport As String
Dim MySchool As String
 
If [Forms]![ReportsMenu]![ReportFrame] = 1 Then
MyChoice = "Full Special Needs (Students and Invigilators) by Faculty"
MyReport = "FullSpecialNeeds"
Else
If [Forms]![ReportsMenu]![ReportFrame] = 2 Then
MyChoice = "FullTimetablebyFaculty"
MyReport = "FullTimetable"
Else
If [Forms]![ReportsMenu]![ReportFrame] = 3 Then
MyChoice = "StudentTimeTablesbyProgFaculty"
MyReport = "StudentTimeTables"
Else
If [Forms]![ReportsMenu]![ReportFrame] = 4 Then
    If [Forms]![Selector]![chkall].Value = False Then
    Call TimetableBySchool 'individual school
    GoTo Ending
    Else 'all schools
    MyChoice = "Date Order Timetable with Locations"
    MyReport = "DateOrderTimeTables"
End If
Else
If [Forms]![ReportsMenu]![ReportFrame] = 5 Then
Call AllSnap    'all of the above
Exit Function
End If
End If
End If
End If
End If
 
If [Forms]![Selector]![frmFileFormat] = 1 Then
    DoCmd.OutputTo acReport, MyChoice, "SnapshotFormat(*.snp)", "c:\" & MyReport & ".snp", False, ""
Else
    DoCmd.OutputTo acReport, MyChoice, acFormatRTF, "c:\" & MyReport & ".rtf", False, ""
End If
 
 
 
If [Forms]![ReportsMenu]![ReportFrame] <> 4 Then
MySchool = [Forms]![Selector]![School]
 
Dim rst As Recordset
Set rst = CurrentDb.OpenRecordset("Select Contact, Faculty_ID from SchoolContacts where Faculty_ID = '" & MySchool & "'")
 
rst.MoveFirst
 
Dim myName As String
Dim mySchoolName As String
myName = rst.Fields(0).Value
End If
 
Dim oOutlook As Outlook.Application
Dim oMessage As Outlook.MailItem
Dim sFileNames As String
Dim oRecip As Outlook.Recipient
Dim oAttach As Outlook.Attachment
 
DoCmd.Echo True, "Emailing Report"
 
Set oOutlook = CreateObject("Outlook.Application")
 
Set oMessage = oOutlook.CreateItem(olMailItem)
 
With oMessage
    .ReadReceiptRequested = True
    If [Forms]![ReportsMenu]![ReportFrame] <> 4 Then
    Set oRecip = .Recipients.Add(myName)
    oRecip.TYPE = olTo
    oRecip.Resolve
    Else
    MySchool = "All Schools"
    End If
 
If [Forms]![Selector]![frmFileFormat] = 1 Then
 
    .Subject = Format(Now(), "yyyy-mm-dd") & " Exam Timetabling: Snapshot Report"
    .Body = "Find attached Snapshot Report: " & MyChoice & " for School Code: " & MySchool & vbCrLf & vbCrLf
    .Body = .Body & "If you do not have Snapshot viewer, download it from http://www.microsoft.com/downloads/details.aspx?amp;amp;displaylang=en&familyid=B73DF33F-6D74-423D-8274-8B7E6313EDFB&displaylang=en" & vbCrLf & vbCrLf
 
    Set oAttach = .Attachments.Add("c:\" & MyReport & ".snp")
 
Else
 
    .Subject = Format(Now(), "yyyy-mm-dd") & " Exam Timetabling: Report"
    .Body = "Find attached Report: " & MyChoice & " for School Code: " & MySchool & vbCrLf & vbCrLf
 
    Set oAttach = .Attachments.Add("c:\" & MyReport & ".rtf")
 
End If
 
    .Save
    '.send
 
End With
Set oOutlook = Nothing
Macro1_Exit:
    Exit Function
 
Macro1_Err:
    MsgBox Error$
    Resume Macro1_Exit
Ending:
End Function
 
Function TimetableBySchool()    'date order timetable for the selected school
On Error GoTo Macro1_Err
 
Dim MyChoice As String
Dim MyReport As String
Dim MySchool As String
 
MyChoice = "Date Order Timetable with Locations by School"
MyReport = "DateOrderTimeTablesBySchool"
 
If [Forms]![Selector]![frmFileFormat] = 1 Then
DoCmd.OutputTo acReport, MyChoice, "SnapshotFormat(*.snp)", "c:\" & MyReport & ".snp", False, ""
Else
DoCmd.OutputTo acReport, MyChoice, acFormatRTF, "c:\" & MyReport & ".rtf", False, ""
End If
 
MySchool = [Forms]![Selector]![School]
 
Dim rst As Recordset
Set rst = CurrentDb.OpenRecordset("Select Contact, Faculty_ID from SchoolContacts where Faculty_ID = '" & MySchool & "'")
 
rst.MoveFirst
 
Dim myName As String
Dim mySchoolName As String
myName = rst.Fields(0).Value
 
Dim oOutlook As Outlook.Application
Dim oMessage As Outlook.MailItem
Dim sFileNames As String
Dim oRecip As Outlook.Recipient
Dim oAttach As Outlook.Attachment
 
DoCmd.Echo True, "Emailing Report"
 
Set oOutlook = CreateObject("Outlook.Application")
 
Set oMessage = oOutlook.CreateItem(olMailItem)
 
With oMessage
    .ReadReceiptRequested = True
 
If [Forms]![Selector]![frmFileFormat] = 1 Then
    .Subject = Format(Now(), "yyyy-mm-dd") & " Exam Timetabling: Snapshot Report"
    .Body = "Find attached Snapshot Report: " & MyChoice & " for School Code: " & MySchool & vbCrLf & vbCrLf
    .Body = .Body & "If you do not have Snapshot viewer, download it from http://www.microsoft.com/downloads/details.aspx?amp;amp;displaylang=en&familyid=B73DF33F-6D74-423D-8274-8B7E6313EDFB&displaylang=en" & vbCrLf & vbCrLf
 
    Set oAttach = .Attachments.Add("c:\" & MyReport & ".snp")
 
Else
    .Subject = Format(Now(), "yyyy-mm-dd") & " Exam Timetabling: Report"
    .Body = "Find attached Report: " & MyChoice & " for School Code: " & MySchool & vbCrLf & vbCrLf
 
    Set oAttach = .Attachments.Add("c:\" & MyReport & ".rtf")
 
End If
    .Save
    '.send
 
End With
Set oOutlook = Nothing
Macro1_Exit:
    Exit Function
 
Macro1_Err:
    MsgBox Error$
    Resume Macro1_Exit
 
End Function
 
 
Function AllSnap()      'all of the above option
On Error GoTo Macro1_Err
 
Dim MyChoice As String
Dim MyReport As String
Dim MySchool As String
 
MyChoice = "Full Special Needs (Students and Invigilators) by Faculty"
MyReport = "FullSpecialNeeds"
MyChoice1 = "FullTimetablebyFaculty"
MyReport1 = "FullTimetableby"
MyChoice2 = "StudentTimeTablesbyProgFaculty"
MyReport2 = "StudentTimeTables"
 
If [Forms]![Selector]![frmFileFormat] = 1 Then
    DoCmd.OutputTo acReport, MyChoice, "SnapshotFormat(*.snp)", "c:\" & MyReport & ".snp", False, ""
    DoCmd.OutputTo acReport, MyChoice1, "SnapshotFormat(*.snp)", "c:\" & MyReport1 & ".snp", False, ""
    DoCmd.OutputTo acReport, MyChoice2, "SnapshotFormat(*.snp)", "c:\" & MyReport2 & ".snp", False, ""
Else
    DoCmd.OutputTo acReport, MyChoice, acFormatRTF, "c:\" & MyReport & ".rtf", False, ""
    DoCmd.OutputTo acReport, MyChoice1, acFormatRTF, "c:\" & MyReport1 & ".rtf", False, ""
    DoCmd.OutputTo acReport, MyChoice2, acFormatRTF, "c:\" & MyReport2 & ".rtf", False, ""
End If
 
MySchool = [Forms]![Selector]![School]
 
Dim rst As Recordset
 
Set rst = CurrentDb.OpenRecordset("Select Contact, Faculty_ID from SchoolContacts where Faculty_ID = '" & MySchool & "'")
 
rst.MoveFirst
 
Dim myName As String
Dim mySchoolName As String
myName = rst.Fields(0).Value
 
Dim oOutlook As Outlook.Application
Dim oMessage As Outlook.MailItem
Dim sFileNames As String
Dim oRecip As Outlook.Recipient
Dim oAttach As Outlook.Attachment
Dim oAttach1 As Outlook.Attachment
Dim oAttach2 As Outlook.Attachment
 
DoCmd.Echo True, "Emailing Report"
 
Set oOutlook = CreateObject("Outlook.Application")
 
Set oMessage = oOutlook.CreateItem(olMailItem)
 
With oMessage
    .ReadReceiptRequested = True
    If [Forms]![ReportsMenu]![ReportFrame] <> 4 Then
    Set oRecip = .Recipients.Add(myName)
    Else
    Set oRecip = .Recipients.Add("rgbf1")
    End If
        oRecip.TYPE = olTo
        oRecip.Resolve
 
If [Forms]![Selector]![frmFileFormat] = 1 Then
    .Subject = Format(Now(), "yyyy-mm-dd") & " Exam Timetabling: Snapshot Report"
    .Body = "Find attached Snapshot Reports: " & MyChoice & ", " & MyChoice1 & " and " & MyChoice2 & " for School Code: " & MySchool & vbCrLf & vbCrLf
    .Body = .Body & "If you do not have Snapshot viewer, download it from http://www.microsoft.com/downloads/details.aspx?amp;amp;displaylang=en&familyid=B73DF33F-6D74-423D-8274-8B7E6313EDFB&displaylang=en" & vbCrLf & vbCrLf
 
    Set oAttach = .Attachments.Add("c:\" & MyReport & ".snp")
    Set oAttach1 = .Attachments.Add("c:\" & MyReport1 & ".snp")
    Set oAttach2 = .Attachments.Add("c:\" & MyReport2 & ".snp")
Else
    .Subject = Format(Now(), "yyyy-mm-dd") & " Exam Timetabling: Report"
    .Body = "Find attached Snapshot Reports: " & MyChoice & ", " & MyChoice1 & " and " & MyChoice2 & " for School Code: " & MySchool & vbCrLf & vbCrLf
 
    Set oAttach = .Attachments.Add("c:\" & MyReport & ".rtf")
    Set oAttach1 = .Attachments.Add("c:\" & MyReport1 & ".rtf")
    Set oAttach2 = .Attachments.Add("c:\" & MyReport2 & ".rtf")
 
 
End If
    .Save
    '.send
 
End With
Set oOutlook = Nothing
Macro1_Exit:
    Exit Function
 
Macro1_Err:
    MsgBox Error$
    Resume Macro1_Exit
 
End Function
 
 

As you can see the code is very messy and hard to follow for a simpleton like me. If you could help me to adjust the code accordingly that would be great!

If you need me to clarify anything else let me know

Thankyou I really appreciate it!

[NeoPa]

@g diddy
I hope you appreciate that doing that for you is not what we're about.

We will provide examples of what's required but we expect you to go through your own code and apply it where necessary. We don't need to see large quantities of your code in the post.

[g diddy]

Thank you for your quick response ajalwaysus I will give it a try now.

[g diddy]

you need to open your report and then you are supposed to feed it to the Leban function from the link, it will in turn convert it to a PDF.

I've changed the code with one check box for the time being to test it and I get the compile error: Sub or function not defined with the following highlighted (ConvertReportT oPDF).

    blRet = ConvertReportToPDF("MyChoice", vbNullString, _
    strFullPath, False, False, 150, "", "", 0, 0, 1)
 

Just wondering where was ConvertReportTo PDF defined? Or is this something that I need to change for my code?

Thanks

Best Regards

[ajalwaysus]

Did you import the "modReportToPDF " and "clsCommonDialo g" modules that were in the Leban database? Because you need this before you can run my code.

-AJ

[g diddy]

No I hadn't, my apologies. I have added them in and now get the error Compile Error - Exit Sub not allowed in Function or Property. Then the "Exit Sub" line is highlighted. Sorry to be a pain but I really am a novice :$ I tried removing it then I got an error saying that Macro1 wasn't there. Here is the end of the code:

Macro1_Exit:
    Exit Sub
 
Macro1_Err:
    MsgBox Error$
    Resume Macro1_Exit
Ending:
End Function
 

[ajalwaysus]

With just a quick glance, because this is a whole lot of code, I think it is because you are using an "Exit Sub" but the final line in your code indicates this is a Function. Perhaps replacing "Exit Sub" with "Exit Function" will work.

Let me know if this works,
-AJ

[NeoPa]

@ajalwaysus
It will. Nice catch AJ.

[g diddy]

Yes that was the problem there, school boy error by me missing that! thanks for spotting it so quickly!

I now get the error:

The report name 'MyChoice' you entered in either the property
sheet or macro is misspelled or refers to a report that doesn't exist.
 

Dim MyChoice As String is the variable and it holds the name of the report. I have a few of these variables as there are a few reports. MyReport is the name of the file when it is opened/sent/saved - it has worked with rtf so i've obviously messed up with the new code somewhere. How do you call the variable in the code?

To give you an idea of what I have for the check box I am testing:

*chunk of code declaring variables etc missed out*
MyChoice = "Full Special Needs (Students and Invigilators) by Faculty"
MyReport = "FullSpecialNeeds"
    DoCmd.OpenReport "MyChoice", acViewPreview, , , acHidden
    strFullPath = "C:\MyReport.pdf"
    blRet = ConvertReportToPDF("MyChoice", vbNullString, _
    strFullPath, False, False, 150, "", "", 0, 0, 1
 
* big chunk of code to do with other things missed out*
 
   .Body = "Find attached Report: " & MyChoice & " for School Code: " & MySchool & vbCrLf & vbCrLf
    Set oAttach = .Attachments.Add("c:\" & MyReport & ".pdf")
 

If I can get one working I should hopefully be able to fix the rest myself. The only problem is i'm useless at troubleshooting !!

Thanks again!!

[NeoPa]

In lines #4 & #6 you use the string "MyChoice" instead of the variable MyChoice. Have fun.

[g diddy]

I love you

Thank you NeoPa and Ajalwaysus for all your help!!
I really appreciate it. Thank you :D