Autopopulate in Forms/Tables

[Ichmod]

I have built a database (I am a self taught user) and am trying to find a way to have certain fields autopopulate on a form when a specific code is entered i.e. I type in 1234 and then date, name, address, number of objectives etc will automatically populate so that I don't have to do repeat entries every time. I started using combo boxes but filtering through the information is as time consuming as re-typing the information.

I have searched in access help by typing in AUTOPOPULATE and can only get info on combo boxes, this is one of those things that I'm pretty sure can be done, I'm just not sure exactly what starts it.

Any feedback that can be provided would be much appreciated!

 

[Will_B]

Why do you want to recopy information for "1234" if that information is already stored somewhere for "1234"? I ask because you can run into serious problems later if you take the approach I think you want to take. Here is why I ask.

It sounds as though you want to recopy an entire table record from one place into another. This would violate one of the principles of good database design. If the date, name, address, number of objectives, etc. would always be the same for "1234", you shouldn't recopy it. Rather, whenever you need the date, name, address, number of objectives, etc., simply use a query that links the "1234" field in one table to the "1234" field in the table where you have date, name, address, and number of objectives already recorded. This way, there is one authoritative source for date, name, etc., and you do not waste space storing information that is already available elsewhere. Otherwise, if the date should ever change for "1234" (for example), you'd have to track down every place where "1234" had the wrong date. You won't have this problem if you practice good database design.

Provide some more details about the business objectives (not Access design) you want to accomplish and we'll be better able to advise you.

 

[Ichmod]

Thanks SO much for answering. Here is what we are trying to accomplish from a business perspective:<?xml:namespace prefix = o ns = "urn:schemas-microsoft-comfficeffice" /><o></o>
<o></o>
My dept hosts medical conferences and has evaluations on each overall conference AND speaker, for example:<o></o>
<o></o>
-Conference XYZ is held every Monday and has 3 objectives<o></o>
-each monday a different speaker provides the lecture with their own objectives and 'post' assessment question, the speaker is evaluated by each attendee (number ratings and comments)<o></o>
-a report is provided to EACH speaker with the overall objectives as well as their individual objectives and the numerical results and comments from their eval. <o></o>
<o></o>
I'm looking for a way to get the "basic" XYZ conference information and the "speaker" information by entering in the conference name or number. The end users of the database have little to NO computer experience (can't work excel in any shape form or fashion) things have to be very very cut and dried and simplified....they are lovely individuals just not computer savvy and terrified of computers in general.<o></o>
<o></o>
example 2<o></o>
-conference ABC is held annually and has 27 speakers over a 4 day period<o></o>
-each speaker has up to 5 objectives that tie into the OVERALL objectives for the conference, each speaker has his/her own evaluation with ratings and comments, the overall conference has an evaluation with ratings and comments as well<o></o>
-reports are provided to each speaker on their ratings and comments as well as the overall conference numbers and comments<o></o>
<o></o>
I currently have it setup to type in the "ID" number of each speaker to generate the report and have been unable to come up with a way to make 1 table for the overall information and 1 table for the speaker ratings <o></o>
<o></o>
I got this job because I made the comment in my interview that I had used Access 1 time at a job 4 years ago and because no one else in the interview pool had even seen Access I got the job.....I'm learning as I go and ANY information you can provide me would be most appreciated!<?xml:namespace prefix = v ns = "urn:schemas-microsoft-com:vml" /><v:shapetype id=_x0000_t75 stroked="f" filled="f" path="m@4@5l@4@11@9@11@9@5xe" oreferrelative="t" o:spt="75" coordsize="21600,21600"> <v:stroke joinstyle="miter"></v:stroke><v:formulas><v:f eqn="if lineDrawn pixelLineWidth 0"></v:f><v:f eqn="sum @0 1 0"></v:f><v:f eqn="sum 0 0 @1"></v:f><v:f eqn="prod @2 1 2"></v:f><v:f eqn="prod @3 21600 pixelWidth"></v:f><v:f eqn="prod @3 21600 pixelHeight"></v:f><v:f eqn="sum @0 0 1"></v:f><v:f eqn="prod @6 1 2"></v:f><v:f eqn="prod @7 21600 pixelWidth"></v:f><v:f eqn="sum @8 21600 0"></v:f><v:f eqn="prod @7 21600 pixelHeight"></v:f><v:f eqn="sum @10 21600 0"></v:f></v:formulas><vath o:connecttype="rect" gradientshapeok="t" o:extrusionok="f"></vath><o:lock aspectratio="t" v:ext="edit"></o:lock></v:shapetype><v:shape id=Picture_x0020_1 style="VISIBILITY: visible; WIDTH: 11.25pt; HEIGHT: 11.25pt; mso-wrap-style: square" alt="0" type="#_x0000_t75" o:spid="_x0000_i1025"><v:imagedata o:title="0" src="file:///C:\DOCUME~1\francism\LOCALS~1\Temp\msohtmlclip1\01\clip_image001.gif"></v:imagedata></v:shape><o></o>
<o> </o>
Please let me know if you need anymore information I don’t know what will be of benefit and what is not.<o></o>
<o> </o>
Thanks!!!!!!<o></o>

 

[Will_B]

If I understand you correctly:

• One conference can have many speakers
• One conference can have many occurrences (date periods)
• One speaker can have many objectives
• One speaker can have many evaluators
• One conference can have many evaluators

This points to the need to have at least SEVEN tables in your database (the five above plus a table each for speaker and conference details). To try to work with only two tables is not only bad database design (which has its own problems), but makes it difficult to create reports, queries, and automated solutions. Anytime you want to manipulate the data you'll have to address the design issues that should have been addressed when the database was created. A general rule is: simplicity for end-users means complexity for the designer; simplicity for the designer means complexity for the end-users.

The good news is that with a short tutorial you can create the database design that will get you the reports you need. The link below will take you to the middle of a tutorial on db design that illustrates what I am saying about needing multiple tables. Take a quick look at the graphics to see what I mean. You should take a look at the other chapters, too.

http://www.geekgirls.com/databases_from_scratch_3.htm

You should also look at the Northwind database that comes with the installation disk of Access. It might already be installed on your computer (try a file search). With it, you can see a completed and perfected database from which you can copy ideas.

If you absolutely must work with only two tables in your database, repost your question and mention you must work with only two tables. Otherwise, you'll get the same sermon about good database design. It isn't just theory. <script id="hyperTooltip">// ==UserScript== // @name MultiPopup Main Functions File // @namespace http://www.hesido.com // @version 2.09 // @date 2005-08-18 // @author Emrah BASKAYA <emrahbaskaya at hesido dot com> // @description Tooltip Replacement: Replaces Browser Default Tooltips with CSS stylable ones and allows you to customize the information displayed in it and the delay for tooltips. // @include * // ==/UserScript== // Licence Information: /* MultiPopup V2.09 Main Functions File Tooltip Replacement Script Emrah BASKAYA (hesido - www.hesido.com) Detailed info can be found at: http://www.hesido.com You cannot use this code for commercial purposes without permission of the author. 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pcR.xgPos = e.clientX; fixPopupPos(); aOb.objMovd = true; } } function sizeUpdate() { if (self.innerWidth) { pcR.width = self.innerWidth; pcR.height = self.innerHeight;} else if (document.documentElement && document.documentElement.clientWidth) { pcR.width = document.documentElement.clientWidth; pcR.height = document.documentElement.clientHeight;} else if (document.body) { pcR.width = document.body.clientWidth; pcR.height = document.body.clientHeight;} gVr.bRCompX = 0; gVr.bRCompY = 0; if (document.body.activeStyle('position','position') == 'relative') {gVr.bRCompX = document.body.offsetLeft; gVr.bRCompY = document.body.offsetTop} } function getElementsByClass(targetTag,tagClass) { var elementList = document.getElementsByTagName(targetTag); var classTag = new Array(); for (var i=0;i<elementList.length;i++) { if (elementList.className == tagClass) classTag[classTag.length] = elementList; } return classTag; } function addPopupDiv() { tDv = new Array() var prefix = ""; var divlen = mPu.divIds.length; document.body.activeStyle = getActiveStyle; if (mPu.useDefStyle==true) prefix = ""; for (var i=0;i<mPu.divIds.length;i++) { if (document.getElementById(mPu.divIds) != null) document.getElementById(mPu.divIds).parentNode.removeChild(document.getElementById(mPu.divIds)); tDv=document.createElement('div'); if (mPu.divIds != '') tDv.id = prefix + mPu.divIds; tDv.activeStyle = getActiveStyle; } tDv[0].style.position = 'absolute'; tDv[10].style.position = 'absolute'; tDv[9].style.position = 'relative'; tDv[0].style.visibility = 'hidden'; tDv[10].style.visibility = 'hidden'; tDv[5].style.overflow = "hidden"; tDv[6].style.overflow = "hidden"; tDv[10].style.overflow = "hidden"; tDv[5].style.position = 'relative'; tDv[6].style.position = 'absolute'; tDv[0].style.zIndex = mPu.ttipZIndex; tDv[1].appendChild(tDv[2]); tDv[3].appendChild(tDv[4]); tDv[4].appendChild(tDv[5]); tDv[5].appendChild(tDv[6]); tDv[7].appendChild(tDv[8]); tDv[0].appendChild(tDv[1]); tDv[0].appendChild(tDv[3]); tDv[0].appendChild(tDv[7]); tDv[10].appendChild(tDv[9]); /* test the box model for compliance */ pcR.bxMcompX = 0; pcR.bxMcompY = 0; document.body.appendChild(tDv[divlen-1]) tDv[divlen-1].style.padding = "2px"; tDv[divlen-1].style.height = "50px"; if (tDv[divlen-1].offsetHeight == 50) { // mPu.warpSteps = 0; pcR.bxMcompX = parseInt(tDv[5].activeStyle('padding-right','paddingRight'))+parseInt(tDv[5].activeStyle('padding-left','paddingLeft')); pcR.bxMcompY = parseInt(tDv[5].activeStyle('padding-top','paddingTop'))+parseInt(tDv[5].activeStyle('padding-bottom','paddingBottom')); } document.body.removeChild(tDv[divlen-1]); document.body.appendChild(tDv[10]) document.body.appendChild(tDv[0]); for (var i=0;i<divlen-1;i++) { var bgIm = tDv.activeStyle("background-image","backgroundImage"); if (bgIm.indexOf("url") > -1 && mPu.preload == true) preLoadImage(stripURL(bgIm)) } pcR.cDiv = tDv[6]; pcR.tDiv = tDv[0]; pcR.dDiv = tDv[5]; pcR.mDiv = tDv[9]; pcR.bDiv = tDv[10]; pcR.padComp = parseInt(tDv[5].activeStyle('padding-left','paddingLeft')); tDv[6].style.left = pcR.padComp + 'px'; // detect firefox bug and set functions accordingly tDv[5].style.width = "50px"; tDv[5].style.height = "50px"; mPu.setDdivWarpSize = (tDv[5].offsetWidth > tDv[1].offsetWidth && tDv[1].activeStyle('display','display') != 'none' && tDv[7].activeStyle('display','display') != 'none') ? function() { aOb.dHght = aOb.heightSet + pcR.bxMcompY; aOb.dWdth = aOb.widthSet + pcR.bxMcompX; pcR.dDiv.style.height = aOb.dHght + "px"; pcR.dDiv.style.width = aOb.dWdth + "px"; tDv[1].style.display = 'none';tDv[1].style.display = 'block'; tDv[7].style.display = 'none';tDv[7].style.display = 'block'; } : function() { aOb.dHght = aOb.heightSet + pcR.bxMcompY; aOb.dWdth = aOb.widthSet + pcR.bxMcompX; pcR.dDiv.style.height = aOb.dHght + "px"; pcR.dDiv.style.width = aOb.dWdth + "px"; } mPu.setDdivTargetSize = (tDv[5].offsetWidth > tDv[1].offsetWidth) ? function() { pcR.cDiv.style.height = aOb.tHeight + 'px'; pcR.cDiv.style.width = aOb.tWidth + 'px'; aOb.dHght = aOb.tHeight + pcR.bxMcompY; aOb.dWdth = aOb.tWidth + pcR.bxMcompX; pcR.dDiv.style.height = aOb.dHght + "px"; pcR.dDiv.style.width = aOb.dWdth + "px"; tDv[1].style.display = 'none';tDv[1].style.display = 'block'; tDv[7].style.display = 'none';tDv[7].style.display = 'block'; } : function() { pcR.cDiv.style.height = aOb.tHeight + 'px'; pcR.cDiv.style.width = aOb.tWidth + 'px'; aOb.dHght = aOb.tHeight + pcR.bxMcompY; aOb.dWdth = aOb.tWidth + pcR.bxMcompX; pcR.dDiv.style.height = aOb.dHght + "px"; pcR.dDiv.style.width = aOb.dWdth + "px"; } pcR.TDdifX = tDv[0].offsetWidth - tDv[5].offsetWidth; pcR.TDdifY = tDv[0].offsetHeight - tDv[5].offsetHeight; } function getActiveStyle(style,stylecc) { if (window.getComputedStyle) return window.getComputedStyle(this,null).getPropertyValue(style) if (this.currentStyle) return eval("this.currentStyle."+stylecc) } function preLoadImage(imageurl) {var img = new Image();img.src = imageurl;return img;} function stripURL(s) { // I'll later replace this with proper regex. s = s.substring(s.indexOf("url(")+4,s.lastIndexOf(")"));if (s.indexOf('"')>-1) s = s.substring(s.indexOf('"')+1,s.lastIndexOf('"'));return s; } function writeDescription(e) { if (!e) {e = window.event;} //Modify Ian if (this != e.target) return; if (!e.shiftKey) doWriteDescription(this,e.ctrlKey,e.altKey,false) } function clearDescription(e) { if (!e) {e = window.event;} //Modify Ian if (this != e.target) return; doClearDescription(); } function addTrigger(elm,eventname,func) { if (!addCheckTrigger(elm,eventname,func) && elm.attachEvent) elm.attachEvent('on'+eventname, func); } function addCheckTrigger(elm,eventname,func) { if (elm.addEventListener) {elm.addEventListener(eventname, func, false); return true;} else return false; } function removeTrigger(elm,eventname,func) { if (!removeCheckTrigger(elm,eventname,func) && elm.detachEvent) elm.detachEvent('on'+eventname, func); } function removeCheckTrigger(elm,eventname,func) { if (elm.removeEventListener) {elm.removeEventListener(eventname, func, false); return true;} else return false; } //Embedded preferences function setMPPreferences() { if (typeof(mpUSRJS) != "undefined" && allowRemotePrefs) mPu = mpUSRJS; if (typeof(mPu.prefsVersion) == "undefined") {mPu.noExtPrefs=true;} mPu.useDefStyle = true; mPu.popupDelay = 650; mPu.hideDelay = 85; mPu.instPopDur = 370; mPu.attDesc = ['htitle','alt','href','src']; mPu.attDUse = [true,true,true,true]; mPu.attDPri = [true,false,false,false]; mPu.attDSec = [false,true,true,true]; mPu.setAttNull = [false,false,false,false]; mPu.attDInhrt = [true,false,true,false]; mPu.forceWordWrap = [false, false, true, true]; mPu.stnClass = 'mpop_cl'; mPu.alrtClass = 'mpop_al'; mPu.spcClass = ['mpop_title','mpop_alt','mpop_href','mpop_src']; mPu.attDTitle = ['Title:','Alt:','Address:','Source:'] mPu.alertPattern = ['','',/^(\s*javascript\/i,''] mPu.alertToPri = false; mPu.alertInstant = false; mPu.attDNAWA = [true,true,false,false]; mPu.xOfst = 15; mPu.yOfst = 15; mPu.clipSteps = 3; mPu.revStyle = 0; mPu.revInt = 10; mPu.warpSteps = 10; mPu.preload = true; mPu.edgeBufferZone = 32; mPu.tTags = ["*"]; mPu.ttipZIndex = "9999"; mPu.autoSelfFocus = true; mPu.forceBreakAt = 29; //minimum number of chars needed to force a break, is applied to attributes with 'forcewordwrap' on. mPu.brokenSign = '»
' //new with 2001 mPu.allowSuppress = true; //version mPu.embeddedPrefsVersion = 2004; mPu.defCSS = '/* embedded css version 2.02 Skin Name: Minimal Transparent */' +'#mpopupc, #mpopdblprnt, #mpopupdbl {' +' color: black !important; width: auto !important; height: auto !important;' +' padding: 0 !important; margin: 0 !important; position: absolute; top: 0; left: 0;' +' background: #EEE none !important; text-align: left !important}' +'#mpopdblprnt {padding:1px !important; max-width:80% !important;}' +'#mpopdbl {position: relative;}' +'#mpopupc, #mpopdbl, #mpopdbl div, #mpopupc div, #mpopbod div, #mpopbod>div>div>div {' +' font: 12px "Trebuchet MS", Trebuchet, Verdana, Sans-Serif !important;' +' border-width: 0 !important; margin: 0; padding: 0; }' +'#mpopupc {' +'background: transparent url(data:image/png;base64,iVBORw0KGgoAAAANSUhEUgAAAEIAAABCCAYAAADjVADoAAAABGdBTUEAAK%2FINwWK6QAAABl0RVh0U29mdHdhcmUAQWRvYmUgSW1hZ2VSZWFkeXHJZTwAAABuSURBVHja7NAxDQAwCAAwwL%2FGedhPAj5IK6E5%2FV8QpUCECBEiRIgQIUKECBEiRIgQIUKECBEiRIgQIUKECBEiRIgQIUKECBEiECFChAgRIkSIECFChAgRIkSIECFChAgRIkSIECFChIgLVgABBgDHFAROmd3kzgAAAABJRU5ErkJggg%3D%3D) !important;' +'border: 2px solid #222 !important; opacity: 0.9; padding: 0.2em 0.3em !important;}' +'#mpoptop {display:none}' +'#mpopbot {display:none}' +'#mpopbod {' +' padding:0 !important; margin: 0 !important; border-width: 0 !important;}' +'#mpopbod>div {' +' padding:0 !important; margin: 0 !important; border-width: 0 !important;}' +'#mpopbod>div>div {' +' position:relative;' +' padding:1px !important; margin: 0 !important; border-width: 0 !important;}' +'#mpopbod>div>div>div { margin:0 !important; word-wrap: break-word;}' +'#mpopdbl { max-width: 320px !important; margin: 0 !important; padding: 0 1px !important; word-wrap: break-word;}' +'#bmtest { top: 0; left: 0; position: absolute; border-width: 0 !important; margin: 0 !important; }' +'span.mpop_cl, span.mpop_al {' +' font-weight: bold; background-color: #1F2C2F; color: #EAE9DA; font-style: italic;' +' font-variant: small-caps; font-size: 90%; padding: 0 0.6em 0 0.3em; margin-right: 0.3em;}' +'span.mpop_al {background-color: red}' +'span.mpopbrspan {color: red;}' ; //not for modification. mPu.minimumReqPrefsV = 2002; if (allowRemotePrefs && mPu.setMPPrefsExternal && mPu.minimumReqPrefsV <= mPu.prefsVersion) mPu.setMPPrefsExternal(); else if (!mPu.noExtPrefs) { if (window.opera&&opera.postError) opera.postError ("Multipopup Error:\nMinimum required prefs version is:"+mPu.minimumReqPrefsV+"\nExternal prefs version installed:"+mPu.prefsVersion+'\n Using internal preferences instead.\nIf you delete the external prefs or update it to the latest, this warning will not be displayed.'); } if (allowRemotePrefs && mPu.setRemotePrefs) mPu.setRemotePrefs(); if (typeof(mPu.appendToExistingCSS) != 'undefined') { if (mPu.appendToExistingCSS) mPu.defCSS += mPu.setMPSkinExternal(); else mPu.defCSS = mPu.setMPSkinExternal(); } } } </script>

 

[Ichmod]

THANKS SO MUCH! I'll review the training info. Sorry about the delay getting back to you, out of the office AT a conference.

I acutally have one set of conferences with 4 tables (the annual conferences which have multi speakers, evaluators at one confernece over multi days) 1 table for speaker data (conferenece name, objectives, lecture title, post assessment questions, affiliations with various companies , etc.) 1 speaker for evaluator data on speaker performance (did they meet objectives, were slides good, did they have a commercial bias, etc.) 1 overall conference data (location, date, speaker names) 1 overall eval (did the confernece meet is objectives, what did you learn, will you use info learned etc)

I was thinking if I could just get the data to populate in the FORM from the table because my end users get confused as to what conference they are working with, what date etc. The only things I have duplicated are conference title and number at this point between the 4 tables, but, I think I know how to resolve that and I'm sure the training data will resolve that. I'm not a good explainer since I get confused easily with the information.

I really appreciate your assistance!