Access: I need to enter a name in one table & it show in another.

K

kkrhett

I have a database that tracks prospective clients. I have one table that
keeps up with contact information and another table that tracks our
correspondence.

How do I set up access so when I enter a name in the contact info table, the
name also automatically shows up in the correspondence table?
 
D

Dean

You need to add a Client ID field to the correspondence table and define a
relationship between the tables. This will allow you to have 1 Client with
many pieces of correspondence. Take a look at the Contact Management sample
database template the comes with access. You may be able to use it directly
or with slight modifications.
 
S

Steve Schapel

Kkrhett,

I would imagine that for each Contact, there can/will be more than one
Correspondence record. This means there is a one-to-many relationship
between Contacts and Correspondence. I would suggest using something
other than the client's name as the basis of this relationship, as names
are not guaranteed to be unique. Probably you need a ClientID or some
such as the primary key field in the Contacts table, and similarly a
ClientID field in the Correspondence table to define which Contact each
Correspondence record relates to. It is best not to use tables for data
entry. They are for storage. Forms are for data entry/edit/viewing. I
guess the standard approach to this scenario would be a form based on
the Contacts table, and a continuous view form based on the
Correspondence table, and this Correspondence form placed on the
Contacts form as a subform. The subform's LinkMasterFields and
LinkChildFields properties are set to ContactID (or your equivalent), so
any Correspondence entered will then automatically be identified as with
the current Contact. Hope that makes sense.
 
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