Notes in database

[Guest]

I have inserted a "Notes" section on my database but have found that when I
view in Report it is very limited i.e. it cuts off the text. I had read a
while back about an alternative to putting notes directly on a Table but I
forget what needs to be done.
Also when I view in reports it will only let me view one notes per client
and then repeats client info for second note and so on...
Can anyone help me please...

 

[John Vinson]

I have inserted a "Notes" section on my database but have found that when I
view in Report it is very limited i.e. it cuts off the text. I had read a
while back about an alternative to putting notes directly on a Table but I
forget what needs to be done.
Also when I view in reports it will only let me view one notes per client
and then repeats client info for second note and so on...
Can anyone help me please...

You don't describe your table structure, so it's hard to be sure, but
I would suggest that you should have a ClientID (a unique primary key
in your Clients table); and a separate Notes table with an autonumber
primary key NoteID; a ClientID to link to the Clients table; a Note
field of Memo datatype, which will allow 65536 characters if you just
type it in, 2 billion if you fill it programmatically; and perhaps a
NoteDate field defaulting to Now() to timestamp when the note was
created.

You could use a Subform based on this table on the Client form; this
would let you enter any desired number of notes, all specific to an
individual client.

John W. Vinson[MVP]

 

[Guest]

Thank you John. No I didn't have it set up the way you say. I had actually
copied it from the Contact Management sample database where there is a Calls
table that has a notes column included and shown on the form as a subform in
datasheet view, this means that every time I enter a new call there is a new
entry on the database however when I go to do a report on the client it will
only allow me to have one entry (call note) per page. I will try what you
have suggested but I don't believe it will be the full answer that I am
looking for.

 

[John Vinson]

I will try what you
have suggested but I don't believe it will be the full answer that I am
looking for.

Don't hesitate to post back with an explanation of what you do want.

If it goes beyond an unlimited number of (basically) unlimited size
notes for each client, I'd be curious what you DO need! (Well, having
full Word-style formatting is extra work, though it comes builtin with
A2007 I understand).

John W. Vinson[MVP]

 

[John Vinson]

Thank you John. No I didn't have it set up the way you say. I had actually
copied it from the Contact Management sample database where there is a Calls
table that has a notes column included and shown on the form as a subform in
datasheet view, this means that every time I enter a new call there is a new
entry on the database however when I go to do a report on the client it will
only allow me to have one entry (call note) per page.

Ah. Reread this... and I think I see the problem.

You may need to develop a more sophisticated Report. Use the Sorting
and Grouping feature of the Report to group by ClientID; you can put
the client table information in the section Header for ClientID, and
the Notes in the Detail section of the report. This will show the
client info only once, along with all the notes for the client.

Sorry I missed the point with my earlier post!

John W. Vinson[MVP]

 

[Guest]

Thanks again John. I shall try this and let you know how it goes.