Please

[eberhane]

I am trying to set forms for six users and one admin. Each user will log in
and work on his form only. he won't be able to see or update other users
forms. The admin, however, can view everybody's form. Every user's data will
be stored in a table/ report when the user click a submit button.
Can you please tell me how I can do that?

 

[John W. Vinson]

I am trying to set forms for six users and one admin. Each user will log in
and work on his form only. he won't be able to see or update other users
forms. The admin, however, can view everybody's form. Every user's data will
be stored in a table/ report when the user click a submit button.
Can you please tell me how I can do that?

Give each user their own separate frontend, all linked to the table or tables
in the backend.

Bear in mind: a form *does not contain any data*. It's just a window, a tool
that can look at data - which is always stored in a Table. Therefore you
cannot have a user "update a form" - they will instead use a Form to update a
Table. If all the users are working on different subsets of one common type of
information, then they should all be sharing the same Table using a query
(defined in their frontend) to select their own subset of the data. A Report
(like a Form) is just a tool, a way to print data from a Query or Table onto
paper; again, the user cannot "store data in a report".

 

[eberhane via AccessMonster.com]

Give each user their own separate frontend, all linked to the table or tables
in the backend.

Bear in mind: a form *does not contain any data*. It's just a window, a tool
that can look at data - which is always stored in a Table. Therefore you
cannot have a user "update a form" - they will instead use a Form to update a
Table. If all the users are working on different subsets of one common type of
information, then they should all be sharing the same Table using a query
(defined in their frontend) to select their own subset of the data. A Report
(like a Form) is just a tool, a way to print data from a Query or Table onto
paper; again, the user cannot "store data in a report".

Thank you for your advice.
I will use tables instead forms. Here is my question, If I decided to create
six tables, can you please tell me how can do that? There are some columns
that can appear in all tables. But some columns are unique to each department.
If I create six tables they probably have 4 or five same columns in each
table. Once user enter data on each table, the entered data should go to one
table where the manager/admininstrator can see.
Thank you for your assistance

 

[John W. Vinson]

Thank you for your advice.
I will use tables instead forms. Here is my question, If I decided to create
six tables, can you please tell me how can do that? There are some columns
that can appear in all tables. But some columns are unique to each department.
If I create six tables they probably have 4 or five same columns in each
table. Once user enter data on each table, the entered data should go to one
table where the manager/admininstrator can see.
Thank you for your assistance

You really need to do some study to learn how relational databases work! I'll
post some good resources below.

You need to "Normalize" - identify the Entities (real-life persons, things or
events) of importance to your application; each kind of Entity gets its own
table. Some tables may be shared among all the users, some unique to a user -
since your administrator needs to see everything, all the tables should be in
the common shared "backend" database. You might have one of the (usually rare)
cases where one-to-one relationships are appropriate. You haven't said
anything about the nature of the data in these tables so I can't really advise
in detail.

Check out the tutorials and resources here; Crystal's tutorial might be a good
place to start:

Jeff Conrad's resources page:
http://www.accessmvp.com/JConrad/accessjunkie/resources.html

The Access Web resources page:
http://www.mvps.org/access/resources/index.html

A free tutorial written by Crystal (MS Access MVP):
http://allenbrowne.com/casu-22.html

MVP Allen Browne's tutorials:
http://allenbrowne.com/links.html#Tutorials

 

[John W. Vinson]

I will use tables instead forms.

Sorry... NO. That is NOT what I'm suggesting!

You *store* data in Tables (properly normalized, well designed tables).

You *edit* the data in those tables, using Forms.

You need both!

 

[eberhane via AccessMonster.com]

Thank you very much for your help. I created a table and 6 forms. User will
enter data and as soon as he clicked on submit button the data entered will
go to the table. That's where I am now. I am reading the study material you
suggested and I will let you know about my progress.
Thank you!

Thank you for your advice.
I will use tables instead forms. Here is my question, If I decided to create

[quoted text clipped - 4 lines]

table where the manager/admininstrator can see.
Thank you for your assistance

You really need to do some study to learn how relational databases work! I'll
post some good resources below.

You need to "Normalize" - identify the Entities (real-life persons, things or
events) of importance to your application; each kind of Entity gets its own
table. Some tables may be shared among all the users, some unique to a user -
since your administrator needs to see everything, all the tables should be in
the common shared "backend" database. You might have one of the (usually rare)
cases where one-to-one relationships are appropriate. You haven't said
anything about the nature of the data in these tables so I can't really advise
in detail.

Check out the tutorials and resources here; Crystal's tutorial might be a good
place to start:

Jeff Conrad's resources page:
http://www.accessmvp.com/JConrad/accessjunkie/resources.html

The Access Web resources page:
http://www.mvps.org/access/resources/index.html

A free tutorial written by Crystal (MS Access MVP):
http://allenbrowne.com/casu-22.html

MVP Allen Browne's tutorials:
http://allenbrowne.com/links.html#Tutorials

 

[John W. Vinson]

Thank you very much for your help. I created a table and 6 forms. User will
enter data and as soon as he clicked on submit button the data entered will
go to the table.

Access Forms will update the table directly. No button is needed, and no code
is needed. They can be added, of course, but they're not necessary!

 

[eberhane via AccessMonster.com]

Thank you very much!
I have created one table and 6 forms. The way I was going to do was, users
enter information on the form and when they click then command buttont, the
data they entered on the form will automatically goes to the table. What I
want to know is how can connect the form to the table. Also, how are each
form is representd on the table. See, the way I did it was, each column on
the table is the field on the form. When user enter the data on the form, it
should directly go to the table. User has to enter the data every week. Can
you please tell me how I can do that. I know I am asking too much, can you
please help,? please.

Her the summary of what I am trying to do. I have six forms for six
departments. Each department enter data on its forms and submit it to a
table. Their manager is the only one who has access to the table. The
managers have only access to their department's forms.

Thank you

 

[John W. Vinson]

Thank you very much!
I have created one table and 6 forms. The way I was going to do was, users
enter information on the form and when they click then command buttont, the
data they entered on the form will automatically goes to the table. What I
want to know is how can connect the form to the table. Also, how are each
form is representd on the table. See, the way I did it was, each column on
the table is the field on the form. When user enter the data on the form, it
should directly go to the table. User has to enter the data every week. Can
you please tell me how I can do that. I know I am asking too much, can you
please help,? please.

IT'S NOT THAT HARD.

A Form has a Recordsource property. This is either the name of a Table or the
name of a Query. Each field in the table or query can be bound to a textbox or
other control on the Form by setting the control's Control Source property to
the name of the field. When you set up a form in this way - it's called a
"bound form" and it's the default kind of form - then you don't need *any*
buttons, you don't need *any* code.

You're having difficulty - I'm guessing - because you created the forms first
(unbound, with no recordsource), and then the tables. That's like building
the frame of a house and then deciding where to pour the foundations!

Her the summary of what I am trying to do. I have six forms for six
departments. Each department enter data on its forms and submit it to a
table. Their manager is the only one who has access to the table. The
managers have only access to their department's forms.

Again:

Users CANNOT ENTER DATA INTO FORMS.

Forms *DO NOT CONTAIN DATA*.

Forms are *just windows*, tools that let you enter data into a Table.

There is no "submit" process. Again the form is just a window onto the data in
the tables.

Data exists in tables, *and only in tables*. You can *use* a Form to enter
data into a table, but that's *it*.

If you're worried about users seeing data in the table, just don't let them
see the table - all they should see is the Form. The Form can be based on a
department-specific query so that they see only their subset of the data.

If you're worried about employees sneaking around and peeking where they
shouldn't, and if you have A2003 or earlier, you can implement Access
Workgroup Security on the database to be sure that all they can do is open
their permitted form. This is a complex feature and I would not recommend
starting with it - add it after you get the tables and forms working.

 

[eberhane via AccessMonster.com]

Thank you for your help,

I set the controls on the form control source property to the name of the
field. But since there are fields that are common to the forms. The value
appears in other forms even if it was not entered on it. For example. If
there is 'sales' field on accounting form and if I entered the value for it.
the 'sales' field on the 'customer' form will also have the same value.
The other thing is the form has to be updated everyweek. The supervisors
have to enter the data everyweek so the manager can see it. how can that be
done?

Thank you

Thank you very much!
I have created one table and 6 forms. The way I was going to do was, users

[quoted text clipped - 6 lines]

you please tell me how I can do that. I know I am asking too much, can you
please help,? please.

IT'S NOT THAT HARD.

A Form has a Recordsource property. This is either the name of a Table or the
name of a Query. Each field in the table or query can be bound to a textbox or
other control on the Form by setting the control's Control Source property to
the name of the field. When you set up a form in this way - it's called a
"bound form" and it's the default kind of form - then you don't need *any*
buttons, you don't need *any* code.

You're having difficulty - I'm guessing - because you created the forms first
(unbound, with no recordsource), and then the tables. That's like building
the frame of a house and then deciding where to pour the foundations!

Her the summary of what I am trying to do. I have six forms for six
departments. Each department enter data on its forms and submit it to a
table. Their manager is the only one who has access to the table. The
managers have only access to their department's forms.

Again:

Users CANNOT ENTER DATA INTO FORMS.

Forms *DO NOT CONTAIN DATA*.

Forms are *just windows*, tools that let you enter data into a Table.

There is no "submit" process. Again the form is just a window onto the data in
the tables.

Data exists in tables, *and only in tables*. You can *use* a Form to enter
data into a table, but that's *it*.

If you're worried about users seeing data in the table, just don't let them
see the table - all they should see is the Form. The Form can be based on a
department-specific query so that they see only their subset of the data.

If you're worried about employees sneaking around and peeking where they
shouldn't, and if you have A2003 or earlier, you can implement Access
Workgroup Security on the database to be sure that all they can do is open
their permitted form. This is a complex feature and I would not recommend
starting with it - add it after you get the tables and forms working.

 

[John W. Vinson]

Thank you for your help,

I set the controls on the form control source property to the name of the
field. But since there are fields that are common to the forms. The value
appears in other forms even if it was not entered on it. For example. If
there is 'sales' field on accounting form and if I entered the value for it.
the 'sales' field on the 'customer' form will also have the same value.
The other thing is the form has to be updated everyweek. The supervisors
have to enter the data everyweek so the manager can see it. how can that be
done?

I don't know how to say this any clearer.

There *IS NO DATA IN YOUR FORMS*.

You cannot "enter a value into the accounting form".

The data DOES NOT EXIST THERE, or in the CUSTOMER form, or in any *other*
form.

The data exists *in the table, and only in the table*.

If you have an Accounting form based on a table, and a Customer form based on
the same table, then you will enter data - *using the Accounting form as a
tool* - into the table; when you view the same table using the Customer form,
then you will see that data.

You really need to *stop*, step back, and study database design and
normalization. Construct your tables first, correctly normalized, so that the
information for each department is correctly stored; this might be in one
table (with a Department field so that you can use queries to filter the table
to records for that department), or it might be in separate tables. Since I
don't know your business rules or the structure of your data I cannot say. But
you appear to be groping in the dark.

Take a look at some of the tutorials listed below, and/or consider hiring a
database expert to help get you on the right track.

Jeff Conrad's resources page:
http://www.accessmvp.com/JConrad/accessjunkie/resources.html

The Access Web resources page:
http://www.mvps.org/access/resources/index.html

A free tutorial written by Crystal (MS Access MVP):
http://allenbrowne.com/casu-22.html

MVP Allen Browne's tutorials:
http://allenbrowne.com/links.html#Tutorials

 

[eberhane via AccessMonster.com]

Dear Mr. Vinson,

I can't tell you how grateful I am for all the help you gave me. You are
very right the right way to go is to study and I will. I am just trying to
get a leg up. The project is not due until few more months. I will read the
tutorial and learn database design and normalization. In the mean, you help
meant so much and thank you very much.

Thank you for your help,

[quoted text clipped - 6 lines]

have to enter the data everyweek so the manager can see it. how can that be
done?

I don't know how to say this any clearer.

There *IS NO DATA IN YOUR FORMS*.

You cannot "enter a value into the accounting form".

The data DOES NOT EXIST THERE, or in the CUSTOMER form, or in any *other*
form.

The data exists *in the table, and only in the table*.

If you have an Accounting form based on a table, and a Customer form based on
the same table, then you will enter data - *using the Accounting form as a
tool* - into the table; when you view the same table using the Customer form,
then you will see that data.

You really need to *stop*, step back, and study database design and
normalization. Construct your tables first, correctly normalized, so that the
information for each department is correctly stored; this might be in one
table (with a Department field so that you can use queries to filter the table
to records for that department), or it might be in separate tables. Since I
don't know your business rules or the structure of your data I cannot say. But
you appear to be groping in the dark.

Take a look at some of the tutorials listed below, and/or consider hiring a
database expert to help get you on the right track.

Jeff Conrad's resources page:
http://www.accessmvp.com/JConrad/accessjunkie/resources.html

The Access Web resources page:
http://www.mvps.org/access/resources/index.html

A free tutorial written by Crystal (MS Access MVP):
http://allenbrowne.com/casu-22.html

MVP Allen Browne's tutorials:
http://allenbrowne.com/links.html#Tutorials