why is the form not showing all records?

  • Thread starter Thread starter Guest
  • Start date Start date
G

Guest

I started entering records using a form and was able to see each record
entered (1 through 422. Ater I reached 422 records I cannot see the new
records I have entered in the form. The records are showing up in the table
though. Why is this? is there a setting I have made accidentally? Any
suggestions. I am new to this Access thing and have tried the help file as
well as postings. Can't seem to find an answer.
 
2 things you can check

1. The filter property of the form, is there any thing define there
2. The record source of the form, is there any thing define there
 
1. The Filter property has nothing defined there

Ofer said:
2 things you can check

1. The filter property of the form, is there any thing define there
2. The record source of the form, is there any thing define there
Click to expand...
 
1. the Filter property of the form has nothing defined.
2. The record source of the form does have informaiton defined.
i.e.

SELECT [Shelf Location].[Shelf Location], [Music Title].[Music Title 1],
[Music Title].[Music Title 2], [Music Type].[Music Type], [Music
Style].[Music Style], [Music Season].[Music Season], [Composer
Name].[Composer First Name], [Composer Name].[Composer Last Name], [Music
Title].Notes FROM ([Music Season] INNER JOIN (([Music Style] INNER JOIN
[Music Title] ON [Music Style].ID=[Music Title].ID) INNER JOIN ([Music Type]
INNER JOIN [Shelf Location] ON [Music Type].ID=[Shelf Location].ID) ON [Music
Title].ID=[Shelf Location].ID) ON [Music Season].ID=[Music Style].ID) INNER
JOIN [Composer Name] ON [Music Season].ID=[Composer Name].ID;

Is this the cause of my problem?
 
CJ,

Check the form's DataEntry property. If it's set to Yes, the form will
allow you to enter new records, but not display old ones.

Hope that helps.

Sprinks
 
DataEntry form property is set to No.



Sprinks said:
CJ,

Check the form's DataEntry property. If it's set to Yes, the form will
allow you to enter new records, but not display old ones.

Hope that helps.

Sprinks
Click to expand...
 
1. the Filter property of the form has nothing defined.
2. The record source of the form does have informaiton defined.
i.e.

SELECT [Shelf Location].[Shelf Location], [Music Title].[Music Title 1],
[Music Title].[Music Title 2], [Music Type].[Music Type], [Music
Style].[Music Style], [Music Season].[Music Season], [Composer
Name].[Composer First Name], [Composer Name].[Composer Last Name], [Music
Title].Notes FROM ([Music Season] INNER JOIN (([Music Style] INNER JOIN
[Music Title] ON [Music Style].ID=[Music Title].ID) INNER JOIN ([Music Type]
INNER JOIN [Shelf Location] ON [Music Type].ID=[Shelf Location].ID) ON [Music
Title].ID=[Shelf Location].ID) ON [Music Season].ID=[Music Style].ID) INNER
JOIN [Composer Name] ON [Music Season].ID=[Composer Name].ID;

Is this the cause of my problem?
Click to expand...

Very likely. Since you're joining four tables by Inner Joins, you will
see records only if data with matching ID's exists in all four tables.
Normally you would not need to join the "lookup" tables Music Season,
Music Style, etc. in the Form's recordsource; instead you could use
Combo Boxes to store the ID while displaying the looked-up value.

John W. Vinson[MVP]
 
Thanks John. A few more questions so that I understand:

1. How do I remove the Inner Joins? Through the relationships table?
2. Should I only have created only 1 table with all the items such as Music
Type, Music Season in it versus creating separate tables for each? Would this
have worked better?
3. Will I have to re-create the Form to capture all the records to date?

CJ

John Vinson said:
1. the Filter property of the form has nothing defined.
2. The record source of the form does have informaiton defined.
i.e.

SELECT [Shelf Location].[Shelf Location], [Music Title].[Music Title 1],
[Music Title].[Music Title 2], [Music Type].[Music Type], [Music
Style].[Music Style], [Music Season].[Music Season], [Composer
Name].[Composer First Name], [Composer Name].[Composer Last Name], [Music
Title].Notes FROM ([Music Season] INNER JOIN (([Music Style] INNER JOIN
[Music Title] ON [Music Style].ID=[Music Title].ID) INNER JOIN ([Music Type]
INNER JOIN [Shelf Location] ON [Music Type].ID=[Shelf Location].ID) ON [Music
Title].ID=[Shelf Location].ID) ON [Music Season].ID=[Music Style].ID) INNER
JOIN [Composer Name] ON [Music Season].ID=[Composer Name].ID;

Is this the cause of my problem?
Click to expand...

Very likely. Since you're joining four tables by Inner Joins, you will
see records only if data with matching ID's exists in all four tables.
Normally you would not need to join the "lookup" tables Music Season,
Music Style, etc. in the Form's recordsource; instead you could use
Combo Boxes to store the ID while displaying the looked-up value.

John W. Vinson[MVP]
Click to expand...
 
Thanks John. A few more questions so that I understand:

1. How do I remove the Inner Joins? Through the relationships table?
Click to expand...

There is no "relationships table" - I guess you mean the relationships
window?

No, just delete the lookup tables (Music Type, Music Season) from the
Query. Each of these tables should still exist, and should have a
Primary Key, and should be related to your main table with referential
integrity enforced, but it's not necessary to include them in the
Query upon which the form is based.
2. Should I only have created only 1 table with all the items such as Music
Type, Music Season in it versus creating separate tables for each? Would this
have worked better?
Click to expand...

Certainly not! Separate tables if fine, better in fact.
3. Will I have to re-create the Form to capture all the records to date?
Click to expand...

No. The Form *doesn't contain any data*. It's just a tool, a window
onto the data. Any data you have already entered is already there, in
the tables.

I'd suggest tweaking the form - if you have (say) a textbox for Music
Type, change it to a Combo Box bound to the MusicTypeID field, but
displaying the music type from the Music Type table. The combo box
wizard on the toolbar will walk you through this.


John W. Vinson[MVP]
 
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