MS Access text field in form is autopopulating but shouldn't be

[sarab2015]

I have built an Access database for a medical department to track patient appointments. We have a comment line (text) to enter free text information as needed. Intermittently my users are finding that the comment box will autopopulate information duplicated from another patient's comment line, even when they haven't clicked in the comment box or typed anything there at all. It is causing a great deal of confusion for them as multiple people are looking at the form and don't know that that autopopulated info isn't supposed to be there. It happened again just this morning and the only information the two records shared was the date. I am an Access newbie so any advice is GREATLY appreciated!

[PhilOfWalton]

As you're a newbie, we'll be gentle with you.

Is this a multi-user application?
We need to see table structures, relationships, and the recordsource for yourform to have any idea of what is happening

Phil

[sarab2015]

I'm sorry, I'm self-taught so I'm not sure what exactly you are looking for...

I have a table set up with the following fields:

ID (AutoNumber), Appointment Date (Date/Time), Appointment Time (Date/Time), Scheduled/Add-On (Text with lookup), Clinic/Ward (Test), On Call Indication (Text), Name (Text), ID# (Text), Exam (Text with lookup), Contrast (Text), Protocoled (Y/N), Time of Contrast (Text), Lab time (Text with lookup), Call Status (Text with lookup), Check In Time (Date/Time), Check in by (Text), Registered (Y/N), Time entered scanner (Date/Time), Time Completed (Date/Time), Tech(s) (Text with lookup), Room Number (Text with lookup), Exam Status (Text with lookup), Escort Called (Text), Comments (Memo)

From there I have several Queries set up to automatically pull up the desired info. The form in question uses the Query for Today’s Appointments with the default date being Date().

The form references that query. We have not seen this happen on any of the other forms. The database is split into front end and back end. Users only have access to the forms. This form is split so the top half is the form version and the bottom half is datasheet. Users can use either side to add info, and they’ve seen the autopopulating happen whether they’re using the form half or the datasheet half. I have not been able to recreate the autopopulation; it just happens intermittently with apparently no rhyme or reason…

The Record Source: SELECT CTtable.[Appointment Date], CTtable.[Clinic/Ward], CTtable.[Scheduled/Add-On], CTtable.[Appointment Time], CTtable.[Name (Last, First)], CTtable.[Last 4], CTtable.Exam, CTtable.Contrast, CTtable.[Time of contrast], CTtable.[Ready time], CTtable.[Lab time], CTtable.[Lab results], CTtable.[Check In Time], CTtable.[Checked In By:], CTtable.Registered, CTtable.[Time entered scanner], CTtable.[Time completed], CTtable.[Tech(s)], CTtable.[Room Number], CTtable.[Exam Status], CTtable.Comments, CTtable.Protocoled, CTtable.[On Call], CTtable.Escort FROM CTtable WHERE (((CTtable.[Appointment Date])=Date())) ORDER BY CTtable.[Scheduled/Add-On] DESC , CTtable.[Appointment Time], CTtable.[Ready time];

There are no relationships in use with this table/form.

[PhilOfWalton]

I hate lookups, but never mind.

You didn't answer whether is is a multi-user application.

Your query has only one WHERE clause, so it is pulling up all Appointment records. How are you filtering this to the appointment that you want?

Phil

[sarab2015]

Yes, the entire database has about 100 potential users with probably 30-40 active most of the day. This particular table would have about 4-5 active users at a time.

The query pulls a list of the entire day's appointments. The datasheet half of the form shows the entire list ordered either alphabetically or in time order depending on the user's preference. If they click on a record in the datasheet half they can edit it there or in the form half at the top of the screen.

[PhilOfWalton]

So the datasheet is a subform of the main Appointments form? When one selects a record on the subform, the main form record changes to match?

Are these linked using LinkMasterFields & LinkChildFields?

Phil

[sarab2015]

They are all stand-alone forms which refer back to the same table. For example, I have one form which shows all appointments, one for today only, one for yesterday only, one for tomorrow only, one for a custom date range. They each refer back to their own queries as well. They are not linked beyond referring back to the same records in the table.

[PhilOfWalton]

Sorry, I can see nothing wrong. My advice would be to have only one form with a filter to set the date. With so many forms and users, there is plenty of opportunity for operator error. Also check your record locking options

Phil

[sarab2015]

Ok, thanks for your time! I can't imagine where this issue is coming from.

[jforbes]

Split Forms can act a little strange from time to time, especially if there is code for the Form. This thread kind of goes over it, Split Form does not hold Module Variables in Access 2007!!!!. This one also hits on it, Access 2007: Split Forms with Subforms

This may or may not be what you are running into. If you would like to post the Form's code, we could take a look at it and see if there might be something there.

One other thing that I didn't see in any of the previous posts is: What is the ControlSource for the Control that is acting up?