How do you keep a field in a form the same after update?

[LoveDad]

I am creating a database to track patient attendance.

I am entering data using a form.

The "Group Name" is an item in a listbox. How do I keep the Group Name the same so user does not have to click it for each patient's entry?

[jimatqsi]

Hi LoveDad, welcome to Bytes.com.

Is Group Name the same thing for every patient? Or does it change from time to time? Assuming it is not a constant value, you could make the list box or whatever that is you refer to when you say "click it", make that object unbounded. Let's say it is a list box called "GroupName_list". In the form's OnCurrent event you could put this code:

if Len(nz(me.PatientGroupName_txt))=0 then me.PatientGroupName_txt=me.GroupName_list 

That assume's that each patient's group name is in a text box. The same code would also work in the form's BeforeInsert event

Jim

[zmbd]

LoveDad

As you can see from Jimatqsi reply, we're just guessing at an answer right now. We need a little more detail about how your database is setup and in what version of Office/Access.

To start with, what is your level of experence with Access?
If you are just starting out, I have basic set of links and tutorials that I can PM you that once you work thru them you'll have the basics down.

Is your datbase normalized? > Database Normalization and Table Structures.
That is to say, are you using one huge table like one would see in the typical worksheet (ie Excel) or have you taken the time to break things down into tables of related data and then established the table relationships.

In ACC2007/2010 there are lookup fields that can be used at the table level. These are best avoided unless you are going to be creating a database that will be posted to a sharepoint site. To create table relationships one needs to go thru the database tools and use the table relationships tool or establish this via VBA (which is a pain IMHO).

In ACC2010 when creating forms, it is best to avoid the control wizard as it creates Macros behind the controls and not VBA code. Once again, if this is going to be posted to a sharepoint site this is your only option; however, the Macro language is limited in functionality when compared to the VBA scripting. Keep in mind, VBA and Macro in Access are NOT the same thing - and until just recently, they had very limited interaction.

Although not required; an abstract covering the goal of the database would be nice, it helps keep us on task...
When you say attendance, are you just tracking days, or sessions, etc... nothing too deep, just the basics.

We need to know if your form and its controls are bound or unbound to your data tables.

Finally, at this point in time please don't attach any files unless asked for by one of the experts or moderators. Most of the time we can help you without these files. If you do need to attach an image, please use the [advanced] button below the post box.

[LoveDad]

The "Group Name" is the same for patients that attended that group on that day only. The "Group Name" would change for each group attended.

I am pretty new to Access, but using online help and looking at some of my Dad's old code I have been able to figure quite a few things out.

I have created a word doc with a screen shot and additional details if you would like me to post it.

[LoveDad]

I am not quite a beginner, but not an expert either. My Dad was an expert, and my mentor. Unfortunatelly he passed away a couple years ago.

The goal of the database is to track patient's attendance in various groups. The history data will be used to create a quarterly summary note for each patient.

The database also prints an attendance list for each group and a list of all quarterly notes due for that month.

I have two main tables, tblPatient and tblHistory. I have also created several smaller tables to support list boxes. Perhaps due to my limited knowledge, each "Group Name" has its own small table.

I have 98% of it working. Unfortunately, some of co-workers are complaining that they have to click the "Group Name" for each entry.

I cannot provide you with the database as there is a lot of confidential data in it. I have created a word document that might help explain what I am looking for if you would like me to attach it.

[zmbd]

No need to attach anything yet.
BTW: bmp/gif/jpeg/etc... Images can be attached "as is" using the advanced editor window - no need to zip nor include them within a document, just click on the [advanced] button at the bottom of the post and upload (Provided the meet the listed conditions (^_^) )
As for the text in the word file - I don't think that will be needed at this point in time. Normally, we would prefer that material to be posted as most of us will not d/l files.

Before we re-invent the wheel so to speak, I've used several of the the following methods, a tweek provided by MS, and parent/child forms to ease this type of data entry etc:

1st) Try using the Keyboard if the number of records you want to fill is relatively small.

1.Open a form in Form or Datasheet view, a query in Datasheet view, or a report in Print Preview and scroll to a new record.
2.Click the field in which you want to insert the value.
3.Press CTRL+APOSTROPHE (').

2nd is Allen Browne's method: Assign default values from the last record I recomend that you read thru the entire page.

3rd is a method I've used from ACC97 days, there's a hidden unbound text control on the form. The default value is a list of the control names that have the values to be copied down.
The form's on_current event calls a function that looks for the unbound control, pulls the list, then for each control in this list, the form's recordset for the last modified record is used as the data source. For some reason, I can't find the link for that now and the one I had is DOA. Sigh.

4th and the method I try to use is a form\subform arrangement so that once the parent form has the record of interest then the subform is used to enter the related data. I've attached a simple example of this Open frmtblpuke1, here you can see how using the parent will help you enter the related records in the child table... this is just for concept, you'll have to adapt for your database.

I also have a little list of tutorials and resources that you might find usefull as a refresher and addition to your "toolbox" - I'll PM these to you at your request.

[LoveDad]

Thank you so much for all of your help. I have one more question (for now). I will post it separately.