Generating a report over a cross-tab query

[Cyrax1033]

I have yet a new issue that is the only factor stopping me from adding on the last feature to the database; all help is very much appreciated!

In my database is are two tables: one for inserting contact information and employee status, and the other documenting work history. I created a query that contains only the most recent data entered and from that query I created a cross-tab query that reads the data in the query and returns the list of all the names as the row headers, the status as the column header, and the totalCount as the value. Whenever the cross-tab is run, it works as it's suppose to by supplying all the names in the Y-axis, all the status types in the X-axis, and the count of each type in the columns. When a user modifies the status for the employee the query is updated, sometimes the status may change or a new status type is added to. For example the query may return:

Ex. 1
----------------------------------------------------------------------------------------
Contacted Accepted Declined
John 1
Mary 1
Adam 1
----------------------------------------------------------------------------------------

Then if a new name is added to the table the cross-tab query is updated:
Ex. 2
----------------------------------------------------------------------------------------------------
Contacted Accepted Declined Offer Extended
John 1
Mary 1
Adam 1
Sarah 1
---------------------------------------------------------------------------------------------------

Now that all works. The problem is that when it comes time to making a report I'm lost on about how to make the report dynamic in the sense of having it display the data in Ex. 1 but when new information is added having it updated to display the data in Ex. 2 automatically. Eventually I would like to add subtotals in the report to show the current number of status_types there are for example:

Contacted Accepted Declined Offer Extended
John 1
Mary 1
Adam 1
Sarah 1
Joseph 1
Sally 1
Eric 1
---------------------------------------------------------------------------------------------------
Subtotal: 2 1 2 2


I assume I will have to do some VBA and perhaps SQL magic but I don't know about how to do that. Can anyone provide me wuth some code snippets (if any) or direct me in a new direction from how I am approaching this?

[Cyrax1033]

My last posting wasn't formatted correctly but hopefully this works:

I have yet a new issue that is the only factor stopping me from adding on the last feature to the database; all help is very much appreciated!

In my database is are two tables: one for inserting contact information and employee status, and the other documenting work history. I created a query that contains only the most recent data entered and from that query I created a cross-tab query that reads the data in the query and returns the list of all the names as the row headers, the status as the column header, and the totalCount as the value. Whenever the cross-tab is run, it works as it's suppose to by supplying all the names in the Y-axis, all the status types in the X-axis, and the count of each type in the columns. When a user modifies the status for the employee the query is updated, sometimes the status may change or a new status type is added to. For example the query may return:

Then if a new name is added to the table the cross-tab query is updated:

Now that all works. The problem is that when it comes time to making a report I'm lost on about how to make the report dynamic in the sense of having it display the data in Ex. 1 but when new information is added having it updated to display the data in Ex. 2 automatically. Eventually I would like to add subtotals in the report to show the current number of status_types there are for example:

I assume I will have to do some VBA and perhaps SQL magic but I don't know about how to do that. Can anyone please provide me wuth some code snippets (if any) or direct me in a new direction from how I am approaching this?

[nico5038]

When you have a "fixed" maximum number of columns, then adding a table with the max number of columnheader values can be a solution. Connecting this table with the original query in a Left or Right JOIN will force all values.

The alternative is to fill the report dynamically from code.
Making the columnheader and detaildata flexible is possible, but needs some VBA code in the OpenReport event.

To start, doing this you need to place the fields "coded" in the report.
The column headings should be called "lblCol1", "lblCol2", "lblCol3", etc.
The "detail" fields should be called "Col1", "Col2", "Col3", etc.

This sample report query has two rowheader columns and a Total column, therefor the first field is effectively column 4 (count starts at 0 so I used intI=3) but this could differ for you.

Make sure that the number of Columns is not bigger as the number placed. The programcode has no protection against that !

The OpenReport code:

Private Sub Report_Open(Cancel As Integer)
Dim intI As Integer

Dim rs As Recordset

Set rs = CurrentDb.OpenRecordset(Me.RecordSource)

'Place headers
For intI = 3 To rs.Fields.Count - 1
Me("lblCol" & intI - 1).Caption = rs.Fields(intI).Name
Next intI

'Place correct controlsource
For intI = 3 To rs.Fields.Count - 1
Me("Col" & intI - 1).ControlSource = rs.Fields(intI).Name
Next intI

'Place Total field
Me.ColTotal.ControlSource = "=SUM([" & rs.Fields(2).Name & "])"

End Sub

The report query has two rowheader columns and a Total column, therefor the first field is effectively column 4 (count starts at 0 so I used intI=3) but it could differ for you.

Nic;o)

[Cyrax1033]

I was able to get the column headings working great--thank you so much! However, I'm not able to get the fields filled in under those headings.
The code:

'Place correct controlsource
For intI = 3 To rs.Fields.Count - 1
Me("Col" & intI - 1).ControlSource = rs.Fields(intI).Name
Next intI

runs without error but when I open the report the records do not show. Here's my code:

Dim intI As Integer
Dim qdf As QueryDef
Dim frm As Form

Set dbsReport = CurrentDb
Set frm = Forms!RetrieveForm
Set qdf = dbsReport.QueryDefs("prototypeInternReportQuery_Cr osstab")
qdf.Parameters("Forms!RetrieveForm!Text49") = frm!Text49
qdf.Parameters("Forms!RetrieveForm!Text51") = frm!Text51

Set rstReport = qdf.OpenRecordset()

ColumnCount = rstReport.Fields.Count
'Set rs = CurrentDb.OpenRecordset("prototypeInternReportQuer y_Crosstab")

Debug.Print "Run times: " & ColumnCount

'Place headers
'Debug.Print "Outside loop"
For intI = 10 To ColumnCount - 1
Me("lblCol" & intI).Caption = rstReport.Fields(intI).Name
Next intI

'Place correct controlsource
For intI = 10 To colunmCount
Me("Col" & intI).ControlSource = rstReport.Fields(intI).Name
Debug.Print rstReport.Fields(intI).Name
Next intI

The colunm count was different from your code but your logic worked out just fine, but it's the control source where I'm having difficulty. Since it is a crosstab query is there a different function I have to call?

When you have a "fixed" maximum number of columns, then adding a table with the max number of columnheader values can be a solution. Connecting this table with the original query in a Left or Right JOIN will force all values.

The alternative is to fill the report dynamically from code.
Making the columnheader and detaildata flexible is possible, but needs some VBA code in the OpenReport event.

To start, doing this you need to place the fields "coded" in the report.
The column headings should be called "lblCol1", "lblCol2", "lblCol3", etc.
The "detail" fields should be called "Col1", "Col2", "Col3", etc.

This sample report query has two rowheader columns and a Total column, therefor the first field is effectively column 4 (count starts at 0 so I used intI=3) but this could differ for you.

Make sure that the number of Columns is not bigger as the number placed. The programcode has no protection against that !

The OpenReport code:

Private Sub Report_Open(Cancel As Integer)
Dim intI As Integer

Dim rs As Recordset

Set rs = CurrentDb.OpenRecordset(Me.RecordSource)

'Place headers
For intI = 3 To rs.Fields.Count - 1
Me("lblCol" & intI - 1).Caption = rs.Fields(intI).Name
Next intI

'Place correct controlsource
For intI = 3 To rs.Fields.Count - 1
Me("Col" & intI - 1).ControlSource = rs.Fields(intI).Name
Next intI

'Place Total field
Me.ColTotal.ControlSource = "=SUM([" & rs.Fields(2).Name & "])"

End Sub

The report query has two rowheader columns and a Total column, therefor the first field is effectively column 4 (count starts at 0 so I used intI=3) but it could differ for you.

Nic;o)

[nico5038]

Guess the intI subscript needs some corrective work. Best to place a break (click in the left ruler for a dot to appear) in the code and inspect the value of the fields by using in the immediate window:
?rstReport.Fields(1).Name
and press enter. This will reveal the value for field(1) and check or the value corresponds with the label where Me("lblCol" & intI).Caption is pointing to.

Keep in mind that the rowheaderfield(s) needs to be skipped.

Nic;o)

[Cyrax1033]

Thanks! I got it!

Guess the intI subscript needs some corrective work. Best to place a break (click in the left ruler for a dot to appear) in the code and inspect the value of the fields by using in the immediate window:
?rstReport.Fields(1).Name
and press enter. This will reveal the value for field(1) and check or the value corresponds with the label where Me("lblCol" & intI).Caption is pointing to.

Keep in mind that the rowheaderfield(s) needs to be skipped.

Nic;o)