dynamic check boxes

[Richard Harison]

I need to create a form (obviously query based) which will track meeting
attendance. I already have a table with all possible attendees. What I would
like is a form that displays all possible attendees with check boxes beside
their names. This form must be dynamic, as the list of attendees will diminish
or increase over time. Such a thing possible?

 

[tina]

yes, it's possible. what is the desired outcome? do you want to save the
data on "who attended" into a table?

hth

 

[Richard Harison]

Yes...here are some additional details:
The names of attendees will come from an already existing table of "volunteers".
This table is dynamic, since the list of volunteers changes from time to
time--grows, shrinks etc. I want the form to show the date of the meeting and a
list of all volunteers with check boxes beside them. Yes I want to keep track
of attendance in a table, which I would relate to the "volunteers" table.
Ultimately, a report is to be generated which will be grouped by meeting date.
Subgrouped would be the list of all attendees. (I will use a query to weed out
the non attendees)
Help would be sorely appreciated.

 

[tina]

okay, thanks for the additional info. i'm a little pressed for time -
instead of doing an extended Q & A in the thread, how about i put together a
small demo to show you how you can set it up. it's not difficult, but the
thought of trying to explain it in a post, or several, makes me kind of
cringe (i'm better at pointing and arm-waving, but since we can't see each
other... <g> ). let me know if you'd like a demo - i think i can load it to
my website for you to download, so you don't have to give me an email
address to send it to.

hth

 

[Richard Harison]

Tina--You are so kind! Let me know when the demo is ready and your site
address.
Thanks again!!!

 

[tina]

okay, Richard. keep an eye on this thread, i'll try to get it ready within
the next day or two, and post back.

 

[Richard Harison]

With bated breath!

 

[tina]

okay, go to http://home.att.net/~california.db/downloads.html and scroll to
the bottom of the page. click on the link called demo.bak. note that the
file extension is .bak - make sure you change it to .mdb *before* you open
the database in Access.

if you have any questions about the demo db, go to
http://home.att.net/~california.db/tips.html#aTip10 and use the email
address there, following the instructions AND also changing the number 2 to
number 1.

hth

 

[Richard Harison]

Hi Tina,
Access won't let me open the file since it comes from an unsigned source. I
can't find a way around that. Just in case it's an issue, I am running Access
2002 SP3.

--
All the Best
Richard Harison

okay, go to http://home.att.net/~california.db/downloads.html and scroll to
the bottom of the page. click on the link called demo.bak. note that the
file extension is .bak - make sure you change it to .mdb *before* you open
the database in Access.

~~~snip

 

[Richard Harison]

Hi Tina,
Never mind...figured out how to do it. Will post results Thanks

 

[Richard Harison]

WOW!
Thanks so much Tina. I had a hunch that a many-to-many relationship was in the
works somehow! My final problem now is to replace the sample volunteer table
with the real one, which of course has its own field names, which I cannot
change without disrupting the entire database. (the query, SQL etc.)
So thanks again for your valuable help!!!

 

[tina]

you're welcome.
the "key" to how the setup works is in the tables' primary and foreign key
fields and the table relationships. if you study the demo forms to
understand how those fields/relationships are utilized, you should be able
to "translate" the setup for your db, using your own table/field names.

hth

 

[Richard Harison]

Hi Tina...
working hard, even though I minimized variable name changes. Was careful to
change names in SQL & VB Code. Unfortunately this problem exists on closing the
main form:

Private Sub cmdClose_Click()
DoCmd.Close , , acSaveNo
CurrentDb.Execute "DELETE * FROM tblAttendees WHERE aPresent = False", _
dbFailOnError
End Sub

Displays a compile error "variable not defined" (dbFailOnError). Suspect this
close event is what filters the report for only attendee volunteers, as when I
preview a sample report, ALL volunteers print out, even tho only 3 checked.
On your demo...the close event runs fine. So what's up?

 

[Richard Harison]

Never Mind...found it...had to install DAO 3.6. Honest I was a very competent
compiler BASIC programmer, but some of these terms in VB "dbthisandthat
acwhatever are really confusing. I guess I would have used an IF THEN to filter
out where the check box was not checked.
Still much thanks!!