Multiple Entries for One Record on Forms

[Guest]

I have a data entry form that consists of a main form with three subforms
attached. When entering data into the subforms, I need the user to be able
to enter multiple entries into each subform for each record (one to many
relationship). For one subform, I can enter in multiple entries, but can only
see the last one. How do get each entry to show on the form at the same time?

For the other two subforms forms, I need to use lists to help prevent
against typos and spelling errors. All applicable entries in these fields
are predetermined and will be used for counts and searches used for reports.
In this situation, only the my last selection from the list is being saved to
the table. I am struggling to figure out how to select multiple choices and
display all selected choices on the form?

Thanks.

 

[John Vinson]

I have a data entry form that consists of a main form with three subforms
attached. When entering data into the subforms, I need the user to be able
to enter multiple entries into each subform for each record (one to many
relationship). For one subform, I can enter in multiple entries, but can only
see the last one. How do get each entry to show on the form at the same time?

Change the "Default View" property of the subform from Single Form to
COntinuous Form; it may be necessary to rearrange the controls on the
form, jamming them up to the top of the form so you can see multiple
records onscreen.

For the other two subforms forms, I need to use lists to help prevent
against typos and spelling errors. All applicable entries in these fields
are predetermined and will be used for counts and searches used for reports.
In this situation, only the my last selection from the list is being saved to
the table. I am struggling to figure out how to select multiple choices and
display all selected choices on the form?

I'm not sure I understand. A Combo Box based on the "lists" table
should allow the user to select any value in that table and store it.
What kind of control are you using? What is its Control Source? If
it's a combo box, what is its Row Source? If the latter is a query
please post the SQL of the query.

John W. Vinson[MVP]

 

[Guest]

Thank you John for your assistance. In response to your first suggestion, I
had already set the Default View Property to Continuous and multiple entries
still were not visible. Do you have any other suggestions?

In regards to the second part of your response, I think I need to clarify my
question. I have a subform with one field appearing on the form. The
entries for this field are limited to selections on a list (currently trying
to use a combo box, but have also tried a listbox and even a textbox). A
record could require a user to select multiple values (the table from which
the subform was created has a one to many relationship with the main forms
primary table). For example, if this database was being used to track
customer complaints. Each complaint would be categorized by department or
group in which the customer is angry with. Some customers could have a
complaint about multiple groups or departments. Using some type of list or
combo box (and/or even a textbox), I would like to list the departments on
the form and give the user the ability to select multiple departments from
this list and have the selections chosen visible on the form. Currently, the
form lists all the department selections (as stated above, I am using a combo
box now, but have tried others), but my table is only holding the last
selection made.

Also, no queries have been used to this point.

Thanks.

 

[John Vinson]

Thank you John for your assistance. In response to your first suggestion, I
had already set the Default View Property to Continuous and multiple entries
still were not visible. Do you have any other suggestions?

Not without seeing the form. All I can suggest, again, is to open the
form you're using as a Subform in design view, and make it as short as
possible vertically. If you put all the controls side by side at the
top of the detail section, and snug the bottom of the detail section
up against the bottom of the controls, you should see as many rows as
match the form's Recordsource query and the master/child link field.

In regards to the second part of your response, I think I need to clarify my
question. I have a subform with one field appearing on the form. The
entries for this field are limited to selections on a list (currently trying
to use a combo box, but have also tried a listbox and even a textbox). A
record could require a user to select multiple values (the table from which
the subform was created has a one to many relationship with the main forms
primary table). For example, if this database was being used to track
customer complaints. Each complaint would be categorized by department or
group in which the customer is angry with. Some customers could have a
complaint about multiple groups or departments. Using some type of list or
combo box (and/or even a textbox), I would like to list the departments on
the form and give the user the ability to select multiple departments from
this list and have the selections chosen visible on the form. Currently, the
form lists all the department selections (as stated above, I am using a combo
box now, but have tried others), but my table is only holding the last
selection made.

You NEED ANOTHER TABLE.

If you have a many to many relationship between Complaints and
Departments, you must have a third table to store the relationship. It
would have two fields, ComplaintNo (a link to your Complaints table)
and DepartmentID (a link to the table of Departments).

You'ld use a subform based on this table (not the complaints table,
that would be on the parent form).

If I'm misunderstanding your table structure, please post the tables
you're using and their relationship.

John W. Vinson[MVP]

 

[Guest]

Thanks for your help John. You were correct the first time when you told me
I needed to make sure my Default View Property was set to continuous. It was
on the form, but was under the Detail. Once I set that to continuous my
first problem was fixed.

I'm not sure what was wrong in my second problem. I ended up deleting the
subforms and recreating and connecting them to the main form and now they
work fine.

I still do have the problem where the subforms visible area does not expand
(by expand, I mean resize so all data in the subform can be seen), but I'm
not going to worry about too much. I have sized the subforms in design view
to ensure there iss ample room for multiple entries. Thanks again.

 

[John Vinson]

I still do have the problem where the subforms visible area does not expand
(by expand, I mean resize so all data in the subform can be seen), but I'm
not going to worry about too much.

ummm... what if your subform had 332,841 records? Could happen (in
some databases!)

Subforms do NOT automatically resize to fit the data, and (IMO) they
shouldn't - that's what scrollbars and navigation buttons are for.

John W. Vinson[MVP]