How to import certain fields from access database?

[Haroon]

hi

i made a form using ms word 2003 vba with few textboxes, when the user types
in one of the field, e.g. customer ref, the database imports few selected
field from databse into bookmarks on word document, e.g. customr name, add,
date, etc.

i dont want to use the search option in mailmerge to find records, as i also
want the user to type/add additional data on the textboxes in the form to be
placed in bookmarks on document, as some data is not coming from database.

anyone got idea?

thanks in advance

 

[Doug Robbins - Word MVP]

Use a userform that contains a combobox or list box that is populated with
data from the Access database.

See the following pages of fellow MVP Greg Maxey's website:

http://gregmaxey.mvps.org/Create_and_employ_a_UserForm.htm

http://gregmaxey.mvps.org/Populate_UserForm_ListBox.htm



--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

 

[Haroon]

hi Doug,

thanks for reply, i want to add a search box on the form to search for data
from the database, e.g. have a textbox where user types in cust. ref and
presses search button and relevant textboxes get populated with the results,
e.g. cust add, date, etc.

 

[Doug Robbins - Word MVP]

Use a Combobox on the form that is populated with data from the database and
then set the MatchEntry attribute of the combobox to 1 -
fmMatchEntryComplete. Then if the use types the word into the combobox, the
record that contains that word in that field will be selected.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

 

[Haroon]

thanks doug,

what will be the code for importing fields into from/word from access?

 

[Doug Robbins - Word MVP]

You should look at the links in my initial response to this thread.

Here are a couple of routines. The first imports data from a database into
a Word document and the second populates a listbox (or it could be a
combobox) on a userform with data from a table in an Access database

Dim myDataBase As Database
Dim myActiveRecord As Recordset
Dim i As Long
Dim dtable As Table, drow As Row
'Open a database
Set myDataBase = OpenDatabase("c:\Access\Procurement Plan.mdb")
'Access the first record from a particular table
Set myActiveRecord = myDataBase.OpenRecordset("Currencies",
dbOpenForwardOnly)
'Add a table to the document with one row and as many fields as there are in
the database table
Set dtable = ActiveDocument.Tables.Add(Range:=Selection.Range, NumRows:=1,
numcolumns:=myActiveRecord.Fields.Count)
Set drow = dtable.Rows(1)
'Loop through all the records in the table until the end-of-file marker is
reached
Do While Not myActiveRecord.EOF
'Populate the cells in the Word table with the data from the current
record
For i = 1 To myActiveRecord.Fields.Count
drow.Cells(i).Range.Text = myActiveRecord.Fields(i - 1)
Next i
'Add a new row to the Word table and access the next record
Set drow = dtable.Rows.Add
myActiveRecord.MoveNext
Loop
'The last row will be empty, so delete it
drow.Delete
'Then close the database
myActiveRecord.Close
myDataBase.Close

Private Sub UserForm_Initialize()
Dim db As DAO.Database
Dim rs As DAO.Recordset
Dim NoOfRecords As Long
' Open the database
Set db = OpenDatabase("D:\Access\ResidencesXP.mdb")
' Retrieve the recordset
Set rs = db.OpenRecordset("SELECT * FROM Owners")
' Determine the number of retrieved records
With rs
.MoveLast
NoOfRecords = .RecordCount
.MoveFirst
End With
' Set the number of Columns = number of Fields in recordset
ListBox1.ColumnCount = rs.Fields.Count
' Load the ListBox with the retrieved records
ListBox1.Column = rs.GetRows(NoOfRecords)
' Cleanup
rs.Close
db.Close
Set rs = Nothing
Set db = Nothing
End Sub

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

 

[Haroon]

hi Doug,

thanks for the code but when i run the 2nd code, i get error:

----------------------------------
compile error:

user-defined type not defined
-----------------------------------
as dao.database is highlighted

i also added MS ActiveX data objects recordset 2.7 library and MS ActiveX
data objects 2.5 Library, but still not working.

 

[Haroon]

i managed to make it work by adding MS DAO 3.6 Object Library.

but the thing i wanted to do is to search for a record, e.g. by typing ref
number in textbox and i get other textboxes populated with the info from
database when find button is pressed.

 

[Doug Robbins - Word MVP]

You need to add a reference to the Microsoft DAO 3.6 Object Library

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

 

[Doug Robbins - Word MVP]

As mentioned before, set the MatchEntry attribute of the combobox to 1 -
fmMatchEntryComplete and the bound column of the combo box to the field that
contains the number, with the column widths of any columns before it set to
0. Then when you type the number into the combobox, it will select the
record that contains the number.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

 

[Haroon]

thanks alot Doug, your a star *
managed to make it work, but i have not solved all the problem yet, once i
select the currect ref number from the dropdown/combobox, i want other 2/3
textboxes to get populated with the info, e.g. cust name, cust add etc. is
there a way of doing that? instead of getting all the data in 1 combobox, i
want column data to appear in textboxes.


cheers again.

 

[Haroon]

i used this code to fill textbox1 but i get error message

textbox1 = combobox1.column(2)

error:

run-time error '381'
could not get the column property. invalid property array index.

 

[Doug Robbins - Word MVP]

To access the information in the other columns of the combobox, use code to
set the .BoundColumn attribute of the combo box.

With combobox1
.BoundColumn = 2
Textbox1.Text = Value
.BoundColumn = 3
.TextBox2.Text = .Value
End With

I suggest that you give meaningful names to each of the controls on your
form

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

 

[Haroon]

Hi Doug,

I added the code but its not displaying any values in the textboxes.

ComboBox1.Column = rs.GetRows(NoOfRecords)
With ComboBox1
.BoundColumn = 1
TextBox1.Value = Value
.BoundColumn = 2
TextBox2.Value = Value
End With
' Cleanup
rs.Close
db.Close
Set rs = Nothing
Set db = Nothing

do i put the code somewhere else?

 

[Haroon]

changed:

TextBox1.Text = Value
.BoundColumn = 2
TextBox2.Text = Value

no success.

 

[Haroon]

solved!!!

Private Sub ComboBox1_Click()
TextBox1.Value = ComboBox1.Column(2)
TextBox2.Value = ComboBox1.Column(1)

thanks.

 

[Haroon]

Why can't i import data from tables which have space in the table name?

e.g. cust details, vb gives error ''Run-time error '3131': Syntax error in
FROM clause.''

is there a work around this?

cheers.

 

[Peter Jamieson]

I think the example in this conversation was

SELECT * FROM Owners

If you had a table called "Car Owners", you need

SELECT * FROM [Car Owners]

(there are other ways to do it, but I think this is the clearest)

Peter Jamieson

http://tips.pjmsn.me.uk

 

[Doug Robbins - Word MVP]

In what Event did you put the code? It has to be triggered by something
appropriate. Most probably the Combobox Exit event would be the best,
though the Afterupdate or Change might do.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

 

[Haroon]

i put the code in

Private Sub Combobox1_click()
textbox1.value = combobox1.Column(1)

''
i one of my database, i have 16100 records, it is not doing auto find/match
when i type the ref number, e.g. 16100, but it does when i do it in database
with 5 records.

any ideas?