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Report: How to hide field if empty?

1 New Member
In a report, I have fields for customer's address, Address 1, Address 2, Address 3. Very few people use all 3 fields. I am looking for some code to say..."if the field is null, don't print...ie. don't leave a blank line before you show me the city/state/zip. How can I do this?
Jan 20 '12 #1
11 14298
446 Recognized Expert Contributor
The simplest way to do this (without using code) in a Report is to set the heights of the controls for Address2 and Address3 to zero but have their property 'Can Grow' set to Yes.

This is not perfect because there are still the accumulated spaces between the lines that will push city/state/zip down the page a little but this should not be bad and is an improvement on having a big gap.

Jan 20 '12 #2
446 Recognized Expert Contributor
Hi agian,
The alternative to my last post is to concatonate the three address lines thus.
Expand|Select|Wrap|Line Numbers
  1. =[Add1] & IIf(Not IsNull([Add2]),Chr(13) & Chr(10) & [Add2],"") & IIf(Not IsNull([Add3]),Chr(13) & Chr(10) & [Add3],"")
I had trouble making this work the other night because I had Chr(10) & Chr(13) the wrong way round, silly me!

These represent Carriage Return and Line Feed, so the next non null field is placed on the next line.

The control into which this is placed as the source code must have Can Grow set to Yes, so it can grow to the required height when three lines are present.

The name of the control cannot be the same as any of the fields it contains e.g. [Add1], [Add2] or [Add3], but calling it txtAdd1 is ok.
Jan 22 '12 #3
32,584 Recognized Expert Moderator MVP
There are two predefined values in VBA for Chr(13) & Chr(10) - vbCrLf and vbNewLine. Either will replace the two in your code (vbCr & vbLf are also available for each individually).

Furthermore, you may like to check out Using "&" and "+" in WHERE Clause for handling Null-resulting string expressions. Here's an illustration of what they can do :
Expand|Select|Wrap|Line Numbers
  1. =[Add1] & ([Add2] + vbCrLf) & ([Add3] + vbCrLf)
This will have the same result as your suggested code (which is perfectly correct of course), but a little shorter.
Jan 23 '12 #4
446 Recognized Expert Contributor
I did ofcourse try vbNewLine and vbCrLf before posting but they don't seem to work in the context of textbox controls. Access seems to interpret them as variables and wants a parameter input. (See pic)

The + instead of & is a neat shortcut though.


Attached Images
File Type: jpg vbCrLf.jpg (7.3 KB, 6777 views)
Jan 23 '12 #5
32,584 Recognized Expert Moderator MVP
I'm sorry. I thought I'd checked that out (Essentially references from Jet SQL), but clearly I hadn't done so properly. That certainly makes more sense. I would have expected you to know about them, but I didn't want to say anything anyway. I'm still finding things, from time-to-time, that are new to me, but others have been using regularly. What's obvious to one is not always so to all others I find.
Jan 23 '12 #6
446 Recognized Expert Contributor
@ NeoPa, ditto

(answers must be 20 characters!)
Jan 24 '12 #7
32,584 Recognized Expert Moderator MVP
Yup ;-)
Jan 24 '12 #8
11 New Member
I think it would be better to put this logic in the query upon which the report is based rather than a text box.
Jan 24 '12 #9
32,584 Recognized Expert Moderator MVP
That would not make for a very nicely laid out report. In many cases it might make sense, but I doubt it would make much in this scenario.
Jan 24 '12 #10

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