Identifying records from a query to be reported

[Chris W via AccessMonster.com]

Hi

I am working on what will be a very large database and when a search is made
a large amount of data is returned. This is not due to any failing of the
query or database design, but simply the nature of the data being searched
and the requirements of the users. So happens is when the user is looking for
information on a certain item a search is made and numerous records, some
irrelevant, are returned. What I would like to do is to put a feature in were
the user can identify the records that are relevant to them and then have a
report presenting only the selected records. I would imagine that this would
be done by way of a checkbox, but it also needs to be cleared when the
query/form is closed. Is this possible or am I being to optimistic.

Any help would be greatly appreciated, thank you

 

[Jeff Boyce]

Chris

What kind of volume of "numerous records" are you talking about? More than
10? More than 100? More than 1000?

If toward the low end of this range, one approach might be a multi-select
list box, fed by the results of the search.

 

[Chris W via AccessMonster.com]

Thanks for your reply mate

In a previous post I was given a link to a download illustrating the list box
method however it essentially is the running of a query, which is already
occurring in my database.

It’s not so much of an issue of the number of records being returned, at the
moment it is small and in some cases no irrelevant data is returned but that
will change dramatically as the database grows and holds more data.

There will always be a number of records returned that will be irrelevant to
the user. I would like to be able to use the results returned by the query
like a shopping cart checking a box and having those records reported. The
query I have is based on 7 tables and 10 search fields in which data can be
searched by. With that many ways of in affect filtering the data the user is
unlikely to now all the element all the time so they input say 5 and get say
20 records and five are irrelevant. Given that the database report would
ideally be included in a full report to be handed directly to a client the
reporting of irrelevant data begins to undermine the purpose of having a
database.

I think in affect what I am looking for is the code for the report to only
report the records that contain a checked check-box on the form in which the
records are displayed. And the code for the checkbox to be cleared after the
form has closed down. I understand that for that to work there would probably
have to be a link to the transaction tables id so this may need to included
as a field in the table that is left blank or false and then temporarily made
positive/true for the purpose of reporting and then is removed or made false
again.

I hope that explains my conundrum better, and thanks again for any additional
guidance you may be able to offer

Chris

What kind of volume of "numerous records" are you talking about? More than
10? More than 100? More than 1000?

If toward the low end of this range, one approach might be a multi-select
list box, fed by the results of the search.

Hi

[quoted text clipped - 10 lines]

Any help would be greatly appreciated, thank you

 

[Jeff Boyce]

Chris

Doable, I suspect. Also, "bigger than a breadbox", I suspect.

I don't have any code laying around that could get you started, so I'll
leave you with best wishes and to the tender mercies of the 'group...

Regards

Jeff Boyce
<Office/Access MVP>

Thanks for your reply mate

In a previous post I was given a link to a download illustrating the list box
method however it essentially is the running of a query, which is already
occurring in my database.

It's not so much of an issue of the number of records being returned, at the
moment it is small and in some cases no irrelevant data is returned but that
will change dramatically as the database grows and holds more data.

There will always be a number of records returned that will be irrelevant to
the user. I would like to be able to use the results returned by the query
like a shopping cart checking a box and having those records reported. The
query I have is based on 7 tables and 10 search fields in which data can be
searched by. With that many ways of in affect filtering the data the user is
unlikely to now all the element all the time so they input say 5 and get say
20 records and five are irrelevant. Given that the database report would
ideally be included in a full report to be handed directly to a client the
reporting of irrelevant data begins to undermine the purpose of having a
database.

I think in affect what I am looking for is the code for the report to only
report the records that contain a checked check-box on the form in which the
records are displayed. And the code for the checkbox to be cleared after the
form has closed down. I understand that for that to work there would probably
have to be a link to the transaction tables id so this may need to included
as a field in the table that is left blank or false and then temporarily made
positive/true for the purpose of reporting and then is removed or made false
again.

I hope that explains my conundrum better, and thanks again for any additional
guidance you may be able to offer

Chris

What kind of volume of "numerous records" are you talking about? More than
10? More than 100? More than 1000?

If toward the low end of this range, one approach might be a multi-select
list box, fed by the results of the search.

Hi

[quoted text clipped - 10 lines]

Any help would be greatly appreciated, thank you

 

[Dennis Snelgrove]

I had a similar problem at one point, and I solved it this way.

I went to the table where the main data resides. I added a new field
called "IncludeInReport" that is Boolean.

I created a Parameter form with a subform in it. The form has 2 buttons
on it: "Search" & "Print report". The form was where I put in my Search
criteria, and the subform was where the resulting records listed. I had
just a couple of fields on it; "IncludeInReport" being the first as a
checkbox and a couple of specific fields to identify whether I needed
that record. The main form's Open event has code in it to run an Update
query that will reset the "IncludeInReport" field to False.

The user enters the criteria, clicks the "Search" button and sees the
results in the subform. The user clicks the checkboxes of those records
(all of which are initially empty due to the Update query) that they
want on the report. They then click the "Print report" button and this
runs the actual report, which has your recordsource as you need it,
along with the extra criteria of "IncludeInReport" being True.

A couple of other buttons that might be of use would be "Select All"
and "UnSelect All", which would do the appropriate actions on all the
records in the subform.

Good luck...