Show all records

  • Thread starter Thread starter Jacques Latoison
  • Start date Start date
J

Jacques Latoison

I have a form that has drop lists.
Users will use a list to choose an item, then the associated query will
filter by that item.

Two things:

1) How do I get the list to make the query show all records. The list is
made up of records from another query.

2) How do I do number 1) when one form uses two lists called TimeStart and
TimeEnd to tell the query to filter records between two dates. How do I make
the date version show all records as well.


Speaking on 1), currently when the form comes up, it has no records because
the query hasn't received anything from the users to filter by. Once they
choose something from the drop-down lists, the the query will refresh and
show the filter records. How do I get it to show all the records.
 
Jacques Latoison said:
I have a form that has drop lists.
Users will use a list to choose an item, then the associated query will
filter by that item.

Two things:

1) How do I get the list to make the query show all records. The list is
made up of records from another query.

2) How do I do number 1) when one form uses two lists called TimeStart and
TimeEnd to tell the query to filter records between two dates. How do I
make the date version show all records as well.


Speaking on 1), currently when the form comes up, it has no records
because the query hasn't received anything from the users to filter by.
Once they choose something from the drop-down lists, the the query will
refresh and show the filter records. How do I get it to show all the
records.
Click to expand...


By "drop lists", do you mean combo boxes?

In principle, your query should apply criteria like this:

WHERE
((SomeField = Forms!YourForm!cboYourCombo)
OR (Forms!YourForm!cboYourCombo Is Null))
 
A couple issues with that.
What's in the Combo box comes from another query or table.
How would I add an option to clear the list?

Yes, I did mean a combo box (the users call it a drop down list).
I assume I can put the below in the criteria field, or should I make and
expression.

I assume the SomeField would by the field in question in the query?
 
I tried the below, but I get the below error when the query attempts to
execute:

Undefined function "WHERE" in expression.
 
Jacques Latoison said:
A couple issues with that.
What's in the Combo box comes from another query or table.
How would I add an option to clear the list?
Click to expand...

You don't clear the list, you clear the combo. For unbound controls, if you
delete the value displayed in the control, the control's value will be Null.

Of course, yoou can also set up a RowSource query that includes a selection
for "(unfiltered)", with a vaule of Null. But that's more complicated.
Yes, I did mean a combo box (the users call it a drop down list).
I assume I can put the below in the criteria field, or should I make and
expression.
Click to expand...

You wouldn't put it directly in the Criteria cell of a query grid, because
what I posted was a snippet of SQL. In a criteria cell of a query design
grid, under the field to be filtered, you'd put something like:

[Forms]![YourForm]![cboYourCombo] OR
([Forms]![YourForm]![cboYourCombo Is Null])

That should be entered all on one line. Access will be able to make sense
of it. But if you're going to do this for multiple fields, do them all at
once, before changing views. When you switch to some other view and then
back to design view, Access will have rearranged things in the design grid
and may have made it harder to make subsequent adjustments correctly.
I assume the SomeField would by the field in question in the query?
Click to expand...

Right.
 
Jacques Latoison said:
I tried the below, but I get the below error when the query attempts to
execute:

Undefined function "WHERE" in expression.
Click to expand...


See my reply to your previous message.
 
Ok. I put this:

[Forms]![YourForm]![cboYourCombo] OR ([Forms]![YourForm]![cboYourCombo Is
Null])

into the criteria field of the query and saved it. When I re-opened it in
design view. It only showed this:

[Forms]![YourForm]![cboYourCombo]

and everything after the OR was turned into another field at the end of the
columns in the query, with IS NULL in its criteria.

Opening the form shows everything, initially. Choosing an item in the combo
box now clears the forms lists completely. In other words, it now does the
exact reverse - gives me everything or nothing.
I have to admit, I thought it was funny.

You don't clear the list, you clear the combo. For unbound controls, if
you delete the value displayed in the control, the control's value will be
Null.

Of course, yoou can also set up a RowSource query that includes a
selection for "(unfiltered)", with a vaule of Null. But that's more
complicated.
Yes, I did mean a combo box (the users call it a drop down list).
I assume I can put the below in the criteria field, or should I make and
expression.
Click to expand...

You wouldn't put it directly in the Criteria cell of a query grid, because
what I posted was a snippet of SQL. In a criteria cell of a query design
grid, under the field to be filtered, you'd put something like:

[Forms]![YourForm]![cboYourCombo] OR
([Forms]![YourForm]![cboYourCombo Is Null])

That should be entered all on one line. Access will be able to make sense
of it. But if you're going to do this for multiple fields, do them all at
once, before changing views. When you switch to some other view and then
back to design view, Access will have rearranged things in the design grid
and may have made it harder to make subsequent adjustments correctly.
I assume the SomeField would by the field in question in the query?
Click to expand...

Right.

--
Dirk Goldgar, MS Access MVP
Access tips: www.datagnostics.com/tips.html

(please reply to the newsgroup)
Click to expand...
 
Jacques Latoison said:
Ok. I put this:

[Forms]![YourForm]![cboYourCombo] OR ([Forms]![YourForm]![cboYourCombo Is
Null])

into the criteria field of the query and saved it. When I re-opened it in
design view. It only showed this:

[Forms]![YourForm]![cboYourCombo]

and everything after the OR was turned into another field at the end of
the columns in the query, with IS NULL in its criteria.

Opening the form shows everything, initially. Choosing an item in the
combo box now clears the forms lists completely. In other words, it now
does the exact reverse - gives me everything or nothing.
I have to admit, I thought it was funny.
Click to expand...


That implies that there is no record that matches the combo box. If you
think that is not correct, please post the SQL view of the query, the actual
name of the form, and the following properties of the combo box:

Name
Row Source
Bound Column
 
The SQL view shows what you typed, but the graphical portrays it as two
seperate fields.

SELECT tblAccts.AccountID, tblAccts.AccountType, tblAccts.BankName,
tblAccts.AccountNumber, tblAccts.BankRoutingNumber,
tblTransactions.AccountID, tblTransactions.TransType,
tblTransactions.CheckNu, tblTransactions.TransDate,
tblTransactions.TransactionID, tblTransactions.DateCleared,
tblTransactions.PayeeID, tblTransactions.TransDesc,
tblTransactions.Withdrawal, tblTransactions.Deposit,
tblTransactions.ClearedOnline, tblTransactions.ClearedOnStatement,
tblTransactions.Taxable, tblTransactions.TransNote,
tblTransactions.TransProb
FROM tblAccts INNER JOIN tblTransactions ON tblAccts.AccountID =
tblTransactions.AccountID
WHERE (((tblAccts.AccountID)=[Forms]![frmLedgers]![lsbAccounts])) OR
((([Forms]![frmLedgers]![lsbAccounts]) Is Null))
ORDER BY tblTransactions.TransDate, tblTransactions.TransactionID;


Form Name: frmLedgers

Row Source:
SELECT [qryAcctBalances].[AccountID], [qryAcctBalances].[AccountName],
[qryAcctBalances].[BankName], [qryAcctBalances].[AccountNumber] FROM
[qryAcctBalances] ORDER BY [AccountID];

Bound Column: 1
 
Jacques Latoison said:
The SQL view shows what you typed, but the graphical portrays it as two
seperate fields.

SELECT tblAccts.AccountID, tblAccts.AccountType, tblAccts.BankName,
tblAccts.AccountNumber, tblAccts.BankRoutingNumber,
tblTransactions.AccountID, tblTransactions.TransType,
tblTransactions.CheckNu, tblTransactions.TransDate,
tblTransactions.TransactionID, tblTransactions.DateCleared,
tblTransactions.PayeeID, tblTransactions.TransDesc,
tblTransactions.Withdrawal, tblTransactions.Deposit,
tblTransactions.ClearedOnline, tblTransactions.ClearedOnStatement,
tblTransactions.Taxable, tblTransactions.TransNote,
tblTransactions.TransProb
FROM tblAccts INNER JOIN tblTransactions ON tblAccts.AccountID =
tblTransactions.AccountID
WHERE (((tblAccts.AccountID)=[Forms]![frmLedgers]![lsbAccounts])) OR
((([Forms]![frmLedgers]![lsbAccounts]) Is Null))
ORDER BY tblTransactions.TransDate, tblTransactions.TransactionID;


Form Name: frmLedgers

Row Source:
SELECT [qryAcctBalances].[AccountID], [qryAcctBalances].[AccountName],
[qryAcctBalances].[BankName], [qryAcctBalances].[AccountNumber] FROM
[qryAcctBalances] ORDER BY [AccountID];

Bound Column: 1
Click to expand...


That looks correct to me, so I have to wonder if your form's recordsource
query returns any records for the AccountID you selected in the combo box.
Bear in mind that, because the query an inner join, no account will be
returned that doesn't have at least one matching record in tblTransactions.
 
I hadn't changed anything in the form.
It only changed after the query change.
The combo box still works, and returns the correct values.
 
Jacques Latoison said:
I hadn't changed anything in the form.
It only changed after the query change.
The combo box still works, and returns the correct values.
Click to expand...


Something's obviously wrong, but I don't see what it is. Do you want to
send me your database so I can have a look at it? If it's small, just
compact it, zip it up and e-mail it to me. If it's large, create a cut-down
copy containing only the elements necessary to demonstrate the problem,
compact and zip that and send it to me. I'll have a look at it, time
permitting. You can send it to the address derived by removing NO SPAM and
".invalid" from the reply address of this message. If that address isn't
visible to you, you can get my address from my web site, which is listed in
my sig. Do *not* post my real address in the newsgroup -- I don't want to
be buried in spam and viruses.
 
I appreciate the offer.
Let me look into that.


Dirk Goldgar said:
Something's obviously wrong, but I don't see what it is. Do you want to
send me your database so I can have a look at it? If it's small, just
compact it, zip it up and e-mail it to me. If it's large, create a
cut-down copy containing only the elements necessary to demonstrate the
problem, compact and zip that and send it to me. I'll have a look at it,
time permitting. You can send it to the address derived by removing NO
SPAM and ".invalid" from the reply address of this message. If that
address isn't visible to you, you can get my address from my web site,
which is listed in my sig. Do *not* post my real address in the
newsgroup -- I don't want to be buried in spam and viruses.

--
Dirk Goldgar, MS Access MVP
Access tips: www.datagnostics.com/tips.html

(please reply to the newsgroup)
Click to expand...
 
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