help with auto filling fields please

[Steve Goodrich]

I have a database used to add new starters to our company, Ten secretaries
use it on the network. I have several fields one being a drop down list for
"Dept" and one being a field for the different areas that the new member of
staff can have access to. These areas are identified by numbers, there are
22 different areas in our building.

So for example if we get a new member of staff who works on the IBM systems
he will require access levels 1-2-4-7-10-15-16

The way it works at the moment is that the secretary will select IBM from
the "Dept" drop down list and manually type all the levels required in the
areas field.

Is it possible that when the dept is selected the areas field will auto fill
with the correct levels required (as the secretaries often don't know which
levels to allocate.

newish to access 97

any help would be most appreciated

Regards

Steve Goodrich

 

[DL]

Broadly; you would require a table containing DeptField and AccessField, I'm
assuming AccessField is unique to Dept. You then use a combo to populate
whatever. I trust however you are not storing this in another table as its
unneccesry duplication of data. You store the DeptField and use
relationships to populate the AccessFields on the fly

 

[Steve Goodrich]

I have a table with just one column - DEPT. do i add another column to
this

 

[DL]

Tbl Area
DeptField (Primary key)
AreaField

If you check out Access help, re combo box, it will show you how to create a
combo that show eg Dept and on selection stores Area elsewere. Basically you
refer to the Column property, to reference a specific Column.
I, or others could give you the specific code, however I found from
experience that if you check out help it gives you a better understanding. -
If you're still lost do post back -

I assume that the Form your using is linked to a table, eg Employees In this
table you store the DeptField. A relationship is set up between this table
and the Area Tbl. The AreaField, in Employee Form is filled by this
relationship. You do NOT store the AreaField in the Employee Tbl