active / retired auto update

[Ed]

I'm involed with an organization that I have a data base of names with
addresses and other info. I have an Yes/No check mark for if a member is
active. I would like to generate a "Roll Call Form" with current active
members.This would be a simple list of active members on the date of a
meeting and some other info. I also need to have the active listing stay with
that date and not change when a member goes inactive. I'm a novice to Access
so take it easy on me. Thanks

 

[Albert D. Kallal]

I think this simple solution in this case is to simply build a query that
uses a date range for the meeting.

simply don't use the active, inactive flag for this report, but only enter a
given date range of the people you want for a particular meeting.

if you're going to generate a list of the active members, then you're not
likely including meeting information, and even if you do that's a different
report any way. this report most certainly will have a query that includes
true or false for the active "member" field.

Of course the only detail here is we don't know how your meeting database is
setup. However, I shall assume you have a master table of members, and then
you have a child table that lists each members meetings + date they
attended.

The report to show who attended a meeting will not use the active/inactive
flag, and simply only query by a date range (or single date) to produce the
list of members who attended a given meeting.

The two reports are different, and the active, inactive field setting can be
ignored for the attendance report.

 

[Ed]

Thanks Kallal
I understand using a query to come up with active members and to use a date
query to find a paticular meeting. But what I forgot to post in my original
post is in the "roll call form" I will need to check off active members
present and keep that info with that table.

 

[Rob Parker]

Hi Ed,

You haven't given any details of your tables and their fields. To
accomplish what you want, you must have a field that records the date at
which the membership becomes inactive. Unless/until you do so, what you are
asking cannot be done. If you do have such a field, then it's simple (or
maybe not, if you're a beginner) to set up a query to do what you want.

HTH,

Rob

 

[Rob Parker]

And a little more ...

My previous post assumed that a member starts as active, then becomes
inactive. However, if the real-life situation is more complicated than this
(ie. members can change from active to inactive, and back to active), then
you will need a separate table to record each change of membership status
(with fields for Member ID, Status, and StatusDate). With that, you can
then write a custom function to return the membership status at any date.

Rob

 

[Bob Quintal]

Thanks Kallal
I understand using a query to come up with active members and to
use a date query to find a paticular meeting. But what I forgot to
post in my original post is in the "roll call form" I will need to
check off active members present and keep that info with that
table.

You will need a separate table to store meeting attendances. Instead of
storing the tickbox in the members table, you add the member's ID and
the date of the meeting in this new table, triggered by checking the
tickbox on the rollcall form. You can keep the Active tickbox in the
members table, and use it only to filter which members to show on the
rollcall form.