Multiple Check Boxes in Form

[MsWatts]

Hello All,

I need advice on how to setup a form with multiple check boxes correctly. I
have created a table that houses most of the data but I want each check box
to be linked to a specific ID. However, there will be multiple check boxes
linked to 1 ID. Can someone give me direction as to how I can achieve this?

Thanks,

Tammy Watts

 

[KARL DEWEY]

You said nothing about your table structure.

What are the field names and datatype?

When you same 'linked to a specific ID' do you mean a unique record?

 

[MsWatts]

Sorry about that. Currently I have 3 Tables. The first table called
Employeedata list the employee's ID number (not an auto number) their names
and all their work info (all text fields). The 2nd and 3rd tables list the
questions I plan to add to the form with 2 rows with check boxes one for yes
the other for no. I would like each check box to be linked to a unique
record. When I check a box now, it is checked for all records.

Do I need to change the structure of my tables? The last time I was having
an issue it was because my table structure was all screwed up. I fixed the
problem very easily once I figured out how to structure it correctly. Since I
am working with check boxes this time I am very confused on how to use them
because I am an Access Rookie.

Please Help
Thanks

 

[KARL DEWEY]

I plan to add to the form with 2 rows with check boxes one for yes the
other for no.
There is no need for having both a Yes and a No checkbox as one will do it.
Checkboxes would be bound to a field, not a record.
That would indicate that the checkbox is not bound to the table field. Open
the table and check if the field has been changed.
If table 1 has employees and table 2 and 3 have the list of questions where
do you expect to store the response of the employee to the questions (Bear in
mind that forms do not store data, only allow entry and display.)?

 

[MsWatts]

Thanks for the response Karl. I added 2 check boxes because one is for yes
and the other is for not applicable. There is a specific form I am trying to
duplicate.
I plan to create a table to store the answers but I'm a little clueless on
what would be the best approach to do this. Would I need to create a table
with an ID for each employee multiple times and bind the check box to each ID
number 1 by 1?

Example:
EmpID Question Yes N/A
123456 #1 Checkbox1 Checkbox4
123456 #2 Checkbox2 Checkbox5
123456 #3 Checkbox3 Checkbox6

If I do it this way, how would new data be entered to the table from the
form daily? This is my first time creating a form that is used for data entry
that may not exsist on a table previously so I am unsure how to get this to
work.

Please help,

Tammy

 

[John W. Vinson]

Thanks for the response Karl. I added 2 check boxes because one is for yes
and the other is for not applicable. There is a specific form I am trying to
duplicate.
I plan to create a table to store the answers but I'm a little clueless on
what would be the best approach to do this. Would I need to create a table
with an ID for each employee multiple times and bind the check box to each ID
number 1 by 1?

Example:
EmpID Question Yes N/A
123456 #1 Checkbox1 Checkbox4
123456 #2 Checkbox2 Checkbox5
123456 #3 Checkbox3 Checkbox6

If I do it this way, how would new data be entered to the table from the
form daily? This is my first time creating a form that is used for data entry
that may not exsist on a table previously so I am unsure how to get this to
work.

MsWatts, you're making a very common beginner's mistake: starting your design
with the Form rather than with the tables.

A form is *just a window* - a tool to make it easier to enter data into your
Tables. The Tables are where all the data is stored; the structure and
relationships of the tables are the foundation of your database. Starting
designing your database with the Forms is like assembling the walls, windows
and roof of a house and then deciding where the foundation should be poured!

In particular, you should rethink whether checkboxes on a form should drive
your table design. Data presentation is not the same as data storage! It's
tempting to have one checkbox per question, but if you let that drive your
table structure, you end up with one *table field* per question; and that
design is simply WRONG.

As for your yes/no/NA choice, I'd actually suggest storing this in one field
in your table, not two. A Checkbox control on a form is limited to two values
and you need three! You might want to consider using a Number field in your
table, with 0 symbolizing No, 1 meaning Yes, and 2 meaning N/A (probably safer
than having NULL mean N/A). This would let you use an "Option Group" control
with three radio buttons or checkboxes, only one of which can be selected.

 

[MsWatts]

Thanks for the input John. The last time you gave me info to read to fix my
database it really helped a lot. That database is currently woking thanks to
you.

Can you help me to understand how I can create a database that doesn't have
the info stored? Say for instance I wanted to let employees enter their
personal information into a form that will be stored on table. The data for
new employees doesn't exist until they enter it once they are hired. Is it
possible to have the form populate the table?

I know it's a weird question but Access is the only MS program that actually
challenges me. That's why I ask so many bone headed questions. ) Please
bare with me.

Thanks,

Tammy

 

[KARL DEWEY]

I wanted to let employees enter their personal information into a form that
will be stored on table.
Maybe you mis-worded this but I would not let each new employee enter their
own data. Tooo much chance for lots of errors.

Try searching on 'Survey' to find a database that probably fit what you need.

 

[MsWatts]

No Sir. The form I mentioned below was just an example to figure out if it's
actually possible to have a form provides data for a table.

The database I am creating will be used purely for data entry purposes. We
are creatng a way to enter all paper hand written forms into access. That way
the data can be tracked with queries and reports. The data will be taken from
forms filled out by others and entered into the system. Eventually the paper
form will be eliminated and the data will be entered into Access.

Thanks for the Survey suggestion I will research that now.

 

[John W. Vinson]

Thanks for the input John. The last time you gave me info to read to fix my
database it really helped a lot. That database is currently woking thanks to
you.

Can you help me to understand how I can create a database that doesn't have
the info stored? Say for instance I wanted to let employees enter their
personal information into a form that will be stored on table. The data for
new employees doesn't exist until they enter it once they are hired. Is it
possible to have the form populate the table?

I know it's a weird question but Access is the only MS program that actually
challenges me. That's why I ask so many bone headed questions. ) Please
bare with me.

Thanks,

Ummmm....

Yes.

That's what forms do. You have a form based on a Table; you go to the New
Record at the bottom of the form (press the *> navigation button if need be);
you type data into the form; you move off the record or close the form; Access
saves the data into a table.

This is basic, builtin, no code, no buttons, nothing complicated required at
all.

Are you having difficulty doing this? What specifically is making it hard to
add new records? Do you not have a *> icon on the nav buttons, or do you have
no nav buttons, or do you get an error message, or what?