Export a report and removing blank entries

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  • Start date Start date
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Guest

Yes, I am trying to complete a database I built a couple of weeks ago, and
I'm having trouble with the report part of it. I basically have several with
different fields, 23 different fields to be exact. I built the report but
some of the entries only require two of the fields to be printed, and the
rest to "disappear". I am having trouble to get that part of it to work, so I
was wondering if anyone has any suggestions on how to go about it. I was
thinking of the possibility of writing an export function that put the
information into a word document but passes over any null values. I just
started with access a month ago so my knowledge is still very limited. Any
useful information would be greatly appreciated.
 
If a field is blank for a given record, then nothing will print.

Not sure I understand. Paint us a picture. Post a few sample lines.

Rick B
 
On second reading, you say, "some of the entries only require two of the
fields to be printed..." How do we know which records and why? If you only
wnat two fields to print, then only include those two fields in your report.


You are only telling us half the information we need to help you out.
Rick B
 
Sir,
Basically all the information needs to be on one single report, so all 23
fields need to be there for the different records. For example, if I have a
record called "blotter opened", then I will only want to show description,
since thats the only field required for that record, but for "Element
Changes" record, I need description, location and times to be shown on the
report. I have several other records that basically have some of the same
fields and extra fields that needs to be shown on the report.

Here is a copy of the report so far:
Entry Time Incident or Message and Action Taken
No.
1 5:37

Title: Blotter Opened Description/Summary: The Blotter was opened.

Blotter Opened First

Location Patrol Type/Tail Nature of

Subject Escort 1 Escort 2 Driver

Offenses Scenario Complainant Previous Entry

Requesting Unit Type Notifications

"New Entry"
2 5:38

Title:Element Changes Description/Summary:We did it

Citations/Victim Second

Location:In the park. Patrol Type/Tail Nature of

Subject Escort 1 Escort 2 Driver

Offenses Scenario Complainant Previous Entry

Requesting Unit Type:Change of personnel. Notifications
That is what an example report currently looks like. I'm wanting some of the
entries not to be visible if there is no data with it. The report is
basically organized by time and date. The report searches all entries by a
certain date, and then sorts them ascending order in order of time. So
basically all the entries that happen on a certain day need to be put on a
single report, and the fields that aren't required for that specific entry,
need to be removed, basically anything with a null value.

V/R
Leroy
 
I would think you would need to get rid of the lables since they print if
there is data or not.

Instead, use an unbound text box on each line. Set the "can shrink" to true
so it will not take up any space if empty. In the textboxes, put something
like...

="Title: "+[Title]


This will print the literal "Title: " followed by the entry in the field
[Title] IF ther is one. If not, nothing will print.

Hope that is what you are looking for.
Rick b
 
That actually sounds perfect. I believe that will correct my problem, I will
try it first thing in the morning and get back if that worked. Also I
apologize about the multiple posts. The computer at work kept saying the
server timed out so I retried to post a few times, and it looks like it
actually went through, which is odd. Sorry again about that.

V/R
Leroy

Rick B said:
I would think you would need to get rid of the lables since they print if
there is data or not.

Instead, use an unbound text box on each line. Set the "can shrink" to true
so it will not take up any space if empty. In the textboxes, put something
like...

="Title: "+[Title]


This will print the literal "Title: " followed by the entry in the field
[Title] IF ther is one. If not, nothing will print.

Hope that is what you are looking for.
Rick b




Leroy said:
Sir,
Basically all the information needs to be on one single report, so all 23
fields need to be there for the different records. For example, if I have a
record called "blotter opened", then I will only want to show description,
since thats the only field required for that record, but for "Element
Changes" record, I need description, location and times to be shown on the
report. I have several other records that basically have some of the same
fields and extra fields that needs to be shown on the report.

Here is a copy of the report so far:

Entry Time Incident or Message and Action Taken
No.
1 5:37

Title: Blotter Opened Description/Summary: The Blotter was opened.

Blotter Opened First

Location Patrol Type/Tail Nature of

Subject Escort 1 Escort 2 Driver

Offenses Scenario Complainant Previous Entry

Requesting Unit Type Notifications

"New Entry"
2 5:38

Title:Element Changes Description/Summary:We did it

Citations/Victim Second

Location:In the park. Patrol Type/Tail Nature of

Subject Escort 1 Escort 2 Driver

Offenses Scenario Complainant Previous Entry

Requesting Unit Type:Change of personnel. Notifications

That is what an example report currently looks like. I'm wanting some of the
entries not to be visible if there is no data with it. The report is
basically organized by time and date. The report searches all entries by a
certain date, and then sorts them ascending order in order of time. So
basically all the entries that happen on a certain day need to be put on a
single report, and the fields that aren't required for that specific entry,
need to be removed, basically anything with a null value.

V/R
Leroy
Click to expand...
Click to expand...
 
Sir,
I did what you suggested and it mostly works. The only problem I have
now, is that the text disappears but the information doesn't move up the
report. It leaves a big gap of blank space where the fields used to be. Is
there any way to get rid of that and move the report up and fill in the blank
spaces. Something like:

Title:Open Blotter
Description: Opened Blotter

Title: Time Hack
Description: Time Check
Location: Arby's

and not

Title:Open Blotter
Description: Opened Blotter
















Title: Time Hack
Description: Time Check
Location: Arby's

Any suggestions would be greatly appreciated.

V/R
Leroy


Leroy said:
That actually sounds perfect. I believe that will correct my problem, I will
try it first thing in the morning and get back if that worked. Also I
apologize about the multiple posts. The computer at work kept saying the
server timed out so I retried to post a few times, and it looks like it
actually went through, which is odd. Sorry again about that.

V/R
Leroy

Rick B said:
I would think you would need to get rid of the lables since they print if
there is data or not.

Instead, use an unbound text box on each line. Set the "can shrink" to true
so it will not take up any space if empty. In the textboxes, put something
like...

="Title: "+[Title]


This will print the literal "Title: " followed by the entry in the field
[Title] IF ther is one. If not, nothing will print.

Hope that is what you are looking for.
Rick b




Leroy said:
Sir,
Basically all the information needs to be on one single report, so all 23
fields need to be there for the different records. For example, if I have a
record called "blotter opened", then I will only want to show description,
since thats the only field required for that record, but for "Element
Changes" record, I need description, location and times to be shown on the
report. I have several other records that basically have some of the same
fields and extra fields that needs to be shown on the report.

Here is a copy of the report so far:


Entry Time Incident or Message and Action Taken
No.
1 5:37

Title: Blotter Opened Description/Summary: The Blotter was opened.

Blotter Opened First

Location Patrol Type/Tail Nature of

Subject Escort 1 Escort 2 Driver

Offenses Scenario Complainant Previous Entry

Requesting Unit Type Notifications

"New Entry"
2 5:38

Title:Element Changes Description/Summary:We did it

Citations/Victim Second

Location:In the park. Patrol Type/Tail Nature of

Subject Escort 1 Escort 2 Driver

Offenses Scenario Complainant Previous Entry

Requesting Unit Type:Change of personnel. Notifications


That is what an example report currently looks like. I'm wanting some of the
entries not to be visible if there is no data with it. The report is
basically organized by time and date. The report searches all entries by a
certain date, and then sorts them ascending order in order of time. So
basically all the entries that happen on a certain day need to be put on a
single report, and the fields that aren't required for that specific entry,
need to be removed, basically anything with a null value.

V/R
Leroy

:

On second reading, you say, "some of the entries only require two of the
fields to be printed..." How do we know which records and why? If you only
wnat two fields to print, then only include those two fields in your report.


You are only telling us half the information we need to help you out.
Rick B



rest to "disappear".
Yes, I am trying to complete a database I built a couple of weeks ago, and
I'm having trouble with the report part of it. I basically have several
with
different fields, 23 different fields to be exact. I built the report but
some of the entries only require two of the fields to be printed, and the
rest to "disappear". I am having trouble to get that part of it to work,
so I
was wondering if anyone has any suggestions on how to go about it. I was
thinking of the possibility of writing an export function that put the
information into a word document but passes over any null values. I just
started with access a month ago so my knowledge is still very limited. Any
useful information would be greatly appreciated.
Click to expand...
Click to expand...
Click to expand...
 
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