Daily Access Tips

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The following code subroutine called ‘SetValidatorEventHandlers’ is place in the OnOpen Event of every form you want Microsoft Access validation of form data. It will add the call to the Validator function from OnGotFocus Events of all visible text box, combo boxes, and listboxes on your form. If you already are planning to place other code in the OnGotFocus Events of these controls on your form, then you will want to reference the custom validation function call ‘Validator’ in the OnGotFocus subroutine for each control that you will want to trigger this code.

Place in the ‘Tag’ property of each control you want to validate the following symbols and characters:

• *n – The form control may not be left empty.
• *d – The control must contain a valid date.
• *+ – The control must have an amount greater than zero.
• *@ -The control must be a valid email address.

Other types of validation may be added by you as needed. You may may combine these pairs of characters if needed.

If you do not wish to refer to the form’s controls actual name in your validation message to the user, you may specify a preferred alternative name by adding this to the end of the tag property.
~My Preferred Control Name
Replace ‘My Preferred Control Name’ with the control name you want the user to see.

Here’s the code:

Public Sub SetValidatorEventHandlers(frm As Form)

‘Runing this routine from the OnOpen event of any form

‘using Call SetValidatorEventHandlers(Me)
‘will replace any OnGotFocus event code with a call
‘to the Validator function.
Public Sub SetValidatorEventHandlers(frm As Form)
‘Runing this routine from the OnOpen event of any form
‘using Call SetValidatorEventHandlers(Me)
‘will replace any OnGotFocus event code with a call
‘to the Validator function.
On Error GoTo errline
Dim ctl As Control, tagstr As String
For Each ctl In frm.Controls
Select Case ctl.ControlType
Case acTextBox, acComboBox, acListBox
If ctl.Visible = True Then
ctl.OnGotFocus = “=Validator()”
End If
Case acCommandButton
If ctl.Visible = True And Len(ctl.Tag) > 0 Then
Select Case ctl.Tag
Case “*Close”
ctl.OnClick = “=CommandButtonCodeActiveForm(” & Chr(34) & “*Close” & Chr(34) & “)”
Case “*First”
ctl.OnClick = “=CommandButtonCodeActiveForm(” & Chr(34) & “*First” & Chr(34) & “)”
Case “*Previous”
ctl.OnClick = “=CommandButtonCodeActiveForm(” & Chr(34) & “*Previous” & Chr(34) & “)”
Case “*Next”
ctl.OnClick = “=CommandButtonCodeActiveForm(” & Chr(34) & “*Next” & Chr(34) & “)”
Case “*Last”
ctl.OnClick = “=CommandButtonCodeActiveForm(” & Chr(34) & “*Last” & Chr(34) & “)”
Case “*New”
ctl.OnClick = “=CommandButtonCodeActiveForm(” & Chr(34) & “*New” & Chr(34) & “)”
Case Else
End Select
End If

Case Else
End Select
Next
exitline:
Exit Sub
errline:
Select Case Err.Number
Case Else
MsgBox “There was an error in the program.  Please notify database administrator of the following error: ” & Chr(10) & “Error Number: ” & Err.Number & Chr(10) & Err.Description, vbCritical, “Please write this error down and note what you were doing at the time.”
GoTo exitline
Resume Next
End Select
End Sub

Public Function CommandButtonCodeActiveForm(CommandTagAction as String)

On Error GoTo errline
If Validator() = True Then
Select Case CommandTagAction
Case “*Close”
DoCmd.Close acForm, Screen.ActiveForm.Name
Case “*First”
DoCmd.GoToRecord , , acFirst
Case “*Previous”
DoCmd.GoToRecord , , acPrevious
Case “*Next”
DoCmd.GoToRecord , , acNext
Case “*Last”
DoCmd.GoToRecord , , acLast
Case “*New”
DoCmd.GoToRecord , , acNewRec
Case Else
End Select
End If
exitline:
Exit Function
errline:
Select Case Err.Number
Case 2105 ‘Impossible navigation attempt
Resume Next
Case Else
MsgBox “There was an error in the program.  Please notify database administrator of the following error: ” _
& Chr(10) & “Error Number: ” & Err.Number & Chr(10) & Err.Description, vbCritical, _
“Please write this error down and note what you were doing at the time.”
GoTo exitline
End Select
End Function

Public Function Validator() As Boolean

On Error GoTo errline
Dim TabOrderedControls As New Collection
Dim ControlNames() As String
Dim i As Long
Dim ctl As Control
Dim CurrentControlTabIndex As Long
Dim strFailedCtlName As String
Dim bolFailedValidation As Boolean
Dim strErrorMsg As String
‘Is Form ready to be validated by this microsoft access validation code
If Screen.ActiveForm.NewRecord And Screen.ActiveForm.Dirty = False Then
Exit Function
End If
ReDim ControlNames(Screen.ActiveForm.Controls.Count)
‘Save any pending edits
If Screen.ActiveForm.Dirty Then
Screen.ActiveForm.Dirty = False
End If
‘Where are we in the tab order

‘If pressing a command button, consider we are to validate all tab order controls (Not just ones earlier than tab index of the command button.)
If Screen.ActiveControl.ControlType = acCommandButton Then
CurrentControlTabIndex = 999
Else
CurrentControlTabIndex = Screen.ActiveControl.TabIndex
End If

For Each ctl In Screen.ActiveForm.Controls
Select Case ctl.ControlType
Case acTextBox, acComboBox, acListBox
‘Set yellow backround to white, if previously set to yellow
ctl.BackColor = -2147483643
‘Populate the ‘ControlNames’ array by control tab order
If ctl.TabIndex < CurrentControlTabIndex Then
ControlNames(ctl.TabIndex) = ctl.Name
End If
Case Else
’skip
End Select
Next
‘Populate collection ‘TabOrderedControls’ using ControlNames array.
For i = 0 To UBound(ControlNames)
If ControlNames(i) <> “” Then
TabOrderedControls.Add Screen.ActiveForm.Controls(ControlNames(i))
End If
Next i
‘Start validation
For Each ctl In TabOrderedControls
”Test for null (empty) on form control
If InStr(1, ctl.Tag, “*n”, 1) > 0 Then
If IsNull(ctl.Value) Then
strErrorMsg = ” needs to be filled in.”
bolFailedValidation = True
GoTo ValidatorFalure
End If
End If
‘Test for a valid date
If InStr(1, ctl.Tag, “*d”, 1) > 0 Then
If Not IsDate(ctl.Value) Then
strErrorMsg = ” must contain a valid date.”
bolFailedValidation = True
GoTo ValidatorFalure
End If
End If
‘Test for a value greater than zero
If InStr(1, ctl.Tag, “*+”, 1) > 0 Then
If Not (ctl.Value) > 0 Then
strErrorMsg = ” amount must be greater than zero.”
bolFailedValidation = True
GoTo ValidatorFalure
End If
End If
‘Test for a valid email address symbol
If InStr(1, ctl.Tag, “*@”, 1) > 0 Then
If Not InStr(1, ctl.Value, “@”, 1) > 0 Then
strErrorMsg = ” amount must be greater than zero.”
bolFailedValidation = True
GoTo ValidatorFalure
End If
End If
‘You may add additional validation here:
ValidatorFalure:
If bolFailedValidation = True Then
ctl.BackColor = 65535 ‘yellow
‘~ The tilde means there is an alternative preferred control name
‘After any tilde ~ there should be no other validation * asterisk symbols
If Not InStr(1, ctl.Tag, “~”, 0) = 0 Then
strFailedCtlName = Trim(Mid(ctl.Tag, InStr(1, ctl.Tag, “~”, vbBinaryCompare) + 1)) ‘Retreive prefered control name if different than real control name.
End If
If Len(strFailedCtlName) = 0 Then
MsgBox “The ” & ctl.Name & strErrorMsg, vbInformation, ctl.Name & ” missing value…”
Else
MsgBox “The ” & strFailedCtlName & strErrorMsg, vbInformation, strFailedCtlName & ” missing value…”
End If
ctl.SetFocus
If ctl.ControlType = acComboBox Then ‘If combo box, drop down the pick list.
ctl.Dropdown
End If
Validator = False
Exit Function
End If
Next ctl
Validator = True
exitline:
If Not TabOrderedControls Is Nothing Then
Set TabOrderedControls = Nothing
End If
Exit Function
errline:
Select Case Err.Number
‘Form window not visible yet to see Screen.ActiveControl
‘(Only needed when setting event handlers by code
‘using the ‘SetValidatorEventHandlers’ function.)
Case 2475
Resume exitline
Case Else
MsgBox “There was an error in the program. Please notify database administrator of the following error: ” _
& Chr(10) & “Error Number: ” & Err.Number & Chr(10) & Err.Description, vbCritical, _
“Please write this error down and note what you were doing at the time.”
GoTo exitline
End Select
End Function

Here is the demonstration video tutorial:

from youtube

First let’s start with the definition of a split MS Access Database:

A Microsoft Database that is split into a front-end database that contains the application (queries, forms, reports, macros, and modules) that are linked to MS Access tables stored in a back end shared database file containing only the data tables.

You will split MS Access Database when moving an application to a multi-user environment rather that have everyone using a single file on a shared network drive.  Doing otherwise puts your data at risk of corruption.  However, as you will find out in the next article, even a single user database will benefit from being split.

When you split a database, creating a front end and a back end, the back end Microsoft Database file is stored in a shared folder on a network drive and you link Microsoft Access data to MS Access front-end file. The front-end database file is distributed to each user’s desktop.  You would link Microsoft Access front-end to MS Access back-end, just prior to distribution. Using this design, each user has a copy of Microsoft Database program installed on their workstation machine along with their front-end application database file. Each user interacts with the data by using a local copy of the front-end Microsoft Database file. This reduces network traffic since the front-end does not need to be sent over the network path for each use, and allows the front-end database to contain settings or temporary data specific to the individual user. This split database design also allows development of the application, the front-end, to be totally independent of the data.  This allows for front-end to be easily replaced without affecting the data in the back end database. You will at that time link Microsoft Access front end file to MS Access back end file using the Linked Table Manager or some code to do it. The Microsoft Database program has two built-in utilities (Database Splitter and Linked Table Manager) to aid in your linking to MS Access data.  Look-up tables that rarely change their data are also possible items for the front-end. However, if you have tables with fields that look-up to other tables, those tables should be in the same back end database. Otherwise, if you open that source database and that table, it’s look-ups will not appear and this can cause data entry and data integrity problems.

The next article in this series will go over the risks when you do not split MS Access Database or link Microsoft Access front-end file to MS Access back end file.  The pros and cons of using a wizard to do the split for you will be discussed along with how to manually accomplish this procedure when the wizard would not do the job adequately.  At the end of the series we will discover code written by an Access MVP Microsoft Most Valuable Professional by the name of Dev Ashish. This code ensures that the data linking is working each time the program starts.  You will also be directed to a Microsoft KB Knowledge Base Article to further illustrate a manual method of splitting and linking your database.

In the next article you find out why it’s vital to Link Microsoft Access Application to MS Access back-end data file even if you only have one person using the database.

Continue to part 2: http://www.dailyaccesstips.com/why-link-microsoft-access-application-to-ms-access-backend-data-file-part-2-of-4/

Here are the main benefits of a split database. (See Split Database definition in Part 1)

Data Integrity:

Sharing a single database file over the network, rather than split MS Access Database, has been found by Microsoft to be the number one cause of database corruption.

A common cause of corruption is a dropped network connection when writing to MS Access back-end file.  When multiple users open a single Access database file on the file server, the chance that a network connection being dropped when one of them is writing data file to MS Access back-end is much higher than when each of these users opens his own copy of the front-end Access database file.

If a user, using an MS Access link to data, encounters a problem and the database closes unexpectedly, any database file corruption is usually limited to the copy of the front-end database that the user had open.  Because the user will link Microsoft Access application file to MS Access back-end file database by using linked tables, the back-end database file is much less likely to lead to MS Access data corruption.

Improved Performance:

The performance of the database will greatly improve when you link Microsoft Access application file to MS Access back-end file containing only Access data tables. The reason is that only the data is sent across the network.

In a shared database that is not split, the database objects themselves (tables, queries, forms, reports, macros and modules) must be sent across the network, not just the data. Because only the data is sent across the network, database record transactions such as record edits are completed faster. This reduces network traffic and that results in greater network speed.

Loading the entire application (forms, controls, code, etc) locally and using only an MS Access link to your data will make your application interface run faster because the form or report is sitting on the local workstation hard drive saving time retrieving it across the network.

Maintainability:

Because each user works with a local copy of the front-end database linked to MS Access back-end, each user can develop additional queries, forms, reports, and other database objects without affecting other users. They just need to ensure these changes get added to the next distributed version of the front-end.

Another advantage, individual users can customize some of the settings in Access without affecting other users’ settings. Similarly, distributing a new version of the front-end database will not disrupt access to the data that is stored in the back-end database. So it’s easy to maintain and update the program by just replacing the application file and link Microsoft Access front-end to MS Access back-end. Since the data is in a separate file, no data will be overwritten.

Greater Security:

Since you link Microsoft Access application file to MS Access back-end file located on a central server, different users may be assigned with different levels of permission. You may assign some read only permission to your database while assigning others read and write permissions. The server can be used to grant various permission levels for the MS Access link to the network folder. Your network or system administrator can set these for you.

Before you start splitting your database, you need to choose the best method.  Read the next article in this series to find out what’s best for you. http://www.dailyaccesstips.com/manually-link-microsoft-access-to-ms-access-data-part-3-of-4/

I am showing the manual methods first before the automated “Database Splitter” wizard method because it offers several advantages over the split MS Access Database wizard to Link Microsoft Access front-end to MS Access back-end.

The advantages of the manual approach are:

• It will result in smaller sizes for both front-end and back-end databases.
• It will not leave your back-end unsecured. A secure database split with the wizard will leave the back-end database file unsecured.
• Table relationships will not be lost.
  

If you want to link Microsoft Access front-end to MS Access back-end there are two processes you can use. You can use either of these methods on any version of Access program.

Here is the first manual method:

1. Copy the database.
2. Give it a name similar name but add the word program or ‘prg’ to the name. This will be your front-end database program file.
3. Delete the tables from this front-end. Do not delete any “lookup tables”, if their data is not going to change. Example of a good local table: A list of State abbreviations.
4. Rename to original file by adding the work data to it. This is your back-end file.
5. Delete all the queries, forms, reports, macros and modules from the back-end file.
6. In the front-end, use the Linked Table Manager to link to all the tables in the back-end or to get your MS Access link you may manually link to each table.
7. Compact both database files.

This first method will not lose any table relationships should you have any.

An alternative method is:

1. Create a new empty database and name it with the word data in the name. This will be your back-end file.
2. Import all of the tables into this back-end file.
3. Create a second new empty database and name it with the word program or ‘prg’ in the name. This will be your front-end file.
4. Import all of the queries, forms, reports, macros and modules into the front-end file.
5. Use the Linked Tables manager to link to all the tables in the back-end file or manually link to each table to get your MS Access link.
   

There is a Microsoft KB Knowledge Base Article on how to do this at: http://support.microsoft.com/kb/304932

The Microsoft Developer Network MSDN also has an article on this subject: http://msdn.microsoft.com/en-us/library/aa141493(office.10).aspx

As a side note, Microsoft has always allowed an upgraded newer version of your front-end to Link Microsoft Access to MS Access Data back-end that are in earlier versions. For example, you might upgrade your Access 2002 version to Access 2007 for some of your users getting a new computer, however you will not have to upgrade the back-end data tables to 2007.

Continue to the next article in this series: http://www.dailyaccesstips.com/use-wizard-to-link-microsoft-access-to-ms-access-data-part-4-of-4/

Each version of Microsoft Access has a built-in wizard to link Microsoft Access front-end file to MS Access back-end file in order to get your MS Access link between the two files.

You will find the wizard on the menu bar or ribbon at the top of the Access window. Here are the menu paths to get to your wizard.

Access 95-97 Tools |
Add-Ins | Database Splitter

Access 2000 – 2003 Tools |
Database Utilities | Database Splitter

Access 2007 Database Tools
| Move Data | Access Back-End

Here is how to use the Wizard in Access 2007:

Note: The wizard doesn’t copy the table relationships, if you have set any up.

1. On your computer, make a copy of the database that you want to split and place it on your local hard drive.
2. Open the copy that is on your local hard disk drive.
3. On the Database Tools tab, in the Move Data group, choose Access Database for the Database Splitter Wizard to start.
4. In the Create Back-end Database dialog box, give the back-end a name. I always place the word ‘data’ in the name.
5. To get your MS Access link for the correct back-end location, in the File Name box, you enter the path to the network in front of the file name. If the network location for the
   back-end database was \\server_fruit\share_folder_apple\ and the file name for the back-end database is MyDB_Data.accdb, you would enter \\server_fruit share_folder_apple\ MyDB_Data.accdb in the File Name box.

Note: It’s better to use the double slash UNC (UNC: Acronym for Universal Naming Convention or Uniform Naming Convention) rather than a mapped drive letter that might get unmapped.

After the database splitting procedure is finished, you can re-link the linked tables using Linked Table Manger to link Microsoft Access front-end file to MS Access back-end file.
Go to Database Tools from the Access Ribbon and select Linked Table Manager. In earlier Access versions, it’s under Tools, Database Utilities. Select the table names that you want to update and click on Ok button. If you ever want to link to a database located in another drive or folder, check the box ‘Always prompt’ for new location. Select the table names that you want to update and click on Ok button. If you ever want to link to a database located in another drive or folder, check the box ‘Always prompt’ for new location.

In Access 95-2003 do the following:

1. Open the database to be split on a local drive.
2. From the main menu, choose Tools then Database Utilities (Ad-Ins for Access 95 or 97) then Database Splitter.
3. The default file name for the back-end will show as DatabaseName_be.mdb (for Access 2003). The letters ‘be’ stands for back-end. I choose to use the word ‘data’ instead of the letters ‘be’.
4. Browse to the server and folder where the back-end file will be stored.
5. Now click on the Split button.
6. A message will appear when the split is complete.
7. Test the front-end database to confirm that the proper links have been created.
8. Now that you have your MS Access link, distribute the front-end database to your users, so that they can start to use the database.

Access MVP, Microsoft Most Valuable Professional, Dev Ashish has got some code that looks during program start up at each table in the database, and tries to find the data source for that table if the Connect property is populated. If the database specified for the linked table is not present, the code brings up a dialog window so that the user can select an alternative source. The code will then proceed to link Microsoft Access front-end file to MS Access back-end file.

Find Dev Ashish’s code here: http://www.mvps.org/access/tables/tbl0009.htm

Dev Ashish also references some code, for when one Access database has linked tables from different data sources (ODBC, Excel, FoxPro etc), that can create your MS Access link to all linked sources, regardless of their source type.

Here’s the code: http://www.mvps.org/access/tables/tbl0012.htm

Well that wraps up this series of articles.  Your comments and acknowledgments are always welcome.

Bob Heifler

Here are three questions that have been asked of me regarding how to pass a value from one place to another in MS Access:

1. I have multiple queries and need a form for a date to be entered once. Rather than have to enter the same dates for 16 queries. I would like to set them up with a temporary variable somehow so that each query could read the date and the user would only have to enter the date range once.
2. I have a query and want to establish criteria based on a combo box on a Microsoft Access form. When I leave the form’s combo box blank I want to include everything in the query output otherwise just the item in selected in the combo box.
3. What is the best way for me to get the value of a variable from a subroutine into another subroutine or a query?

I commonly get asked how to pass a value from one location in Microsoft Access to another. In VBA, Visual Basic for Applications, code a value that is passed or referenced later in code is called a variable. If it is referenced later out side of the form or code module were it was first given a value, then we need the variable value to be visible broadly throughout the application. This public variable (called “strFilter ” below), then needs to be placed in a code module that you create in Access. A simple function is then needed to retrieve the value of your public variable that you have declared in that code module you created. At the end of this article you will find a video tutorial demonstrating how to do this. Note that versions of Access 2007 or later have something called “tempvars” which serve this purpose with some additional benefits. You can find an article on this at http://www.vb123.com.au/toolbox/09_access/needforspeed.htm.

Create a new code module where you will declare your public variables and write a function to get them when they are needed.

Declare the public variable in a code module using this single line of code in the declaration area at the top of the code module you just created:

Public qrytesting as Variant

Note that the word “Public” allows this value to be visible from anywhere in the Microsoft Access programming.

Now create the public function in this code module to get the value of the public variable:

‘This function requires the name of the public variable it is to retrieve, in this case “strFilter”

Public Function GetPublicVariable(VariableName As String) As Variant
Select Case VariableName
Case “strFilter”
GetPublicVariable = strFilter
Case Else
MsgBox “You need Variable Name on GetPublicVariable function”
End Select
End Function

You set the public variable like this:
strFilter = [NameOfFormControl]
or
strFilter = some value

or

strFilter = another variable

This code is usually placed in the after update event of a form control.

You will retrieve the value of the set public variable with this line of code:

GetPublicVariable(“strFilter”)

GetPublicVariable(“strFilter”) can be used as the query criteria of the query above called “qrytesting”.

Regarding: “When I leave the form’s combo box blank” you could use this combination in the
Access query grid’s criteria cell:

Like GetPublicVariable(“strFilter”) & “*”
The Like operator will give you anything starting with the value that is currently being held
in the public variable call “strFilter”, however if nothing is stored there, a null value, then Microsoft Access wild card value, the *
asterisk, would be used for retrieving all values.

A simpler function to retrieve the public variable could have been written as seen below, but
it would not have been reusable for other public variables.

Public Function GetStrFilter() as Variant
GetStrFilter = strFilter
End Function

from youtube

I hope this has been useful.  Let me know.

Bob Heifler

How well your computer consultant understands your business computer requirements determine your total computer consulting costs by minimizing midstream changes, corrections and additions. Things not fully clarified can get altered or totally omitted, requiring more costly labor to correct or redesign.

Don’t leave it to chance.  Here is a checklist that covers the key areas to clarify for yourself and your computer consultant before discussion starts:

A list of the things you need to keep track of in your database and how they relate to each other is a good start but here is a more complete list to make sure nothing is falls between the cracks between you and your computer consultant.

1. What are your major categories of data and what specific data is stored under each category. Listing out your various business processes, and the steps required to accomplish them will help answer this.
2. How will want to filter your data to get a just what you need for a report or a screen view.
3. Any examples of reports or other output you may need or are currently using. (Microsoft Word can be used to illustrate a report design.)
4. Define what data validation or business rules are needed during data entry.
5. Any special requirements involving linking to or importing data from data sources outside of your business software.
6. Any financial accounting requirements or other legal / liability issues requiring additional data storage and output.
7. What kind of hardware system exists and is anyone supporting this.
8. Will data access require any remote access permissions?
9. The level of security access required for various areas of data viewing and editing among the individuals given permissions.
10. Current data entry media and formats currently being used if any exist.
11. Any data migration requirements from existing data sources, such as available formats form these sources

I can tell you that a consultant’s time might not always be billable on that first consultation, but he or she will appreciate the business owner who is prepared and can answer these basic questions.

I have found that it’s rare that a business owner is sufficiently prepared to start a discussion in this area unless these points have been thought out.

If you have had any experiences with computer business consultants that went sour or did not meet expectations, your comments and lessons learned are welcome.  We all need to learn more about this vital area and that includes me.

Bob Heifler

MyAccessProgram.com

Here is a common situation:  Bill the salesperson / order taker is on the phone with a new customer and discovers that Ajax Wire Co., the new customer, is not yet available on the “Select a Customer” drop down pick list on the computer screen.  Bill must now keep this new customer on hold while he leaves one computer screen to go add the new customer before continuing.  Bill explains that the computer is slow as an excuse when the customer gets a bit impatient. Failure to automate this costs your company by presenting a poor first impression and possibly a lost sale now or a non-returning customer.

This can be easily avoided if you know what to ask your computer programmer for…

Here is what your computer automation should be doing:

1. The program must first detect automatically when a user is trying to add an item that is not on the selection list.
2. Find out from the user if it should be added and gaining the user’s permission.
3. Add this to the list by opening a maintenance form automatically and add the first bit of data that the user has already type in the drop down list.
4. Save the data about this newly added item and close the maintenance form.
5. Return the user to the original data entry form that the user was on.
6. Refresh the drop down list so the newly added item now shows on the list.
7. Select the newly added item for the user.

Why do you need the drop down pick list to restrict data entry to only acceptable values?

• A drop down list (a type of form control on a Microsoft Access form) can be used to restrict data entry to an existing list of items thus preventing wrong type of data from being entered.
• It prevents in-consistency of data (Example: Spelling variations – wrongly spelled versions of same item).
• Allows for additional data to be stored out side of the current Access form and the data that feeds it.
• Speeds data entry by presenting a list of previous items.
• Allows for relational links between data tables to be maintained, if a unique value in the lookup table* is stored.

*Microsoft Access Definition: A lookup table is an Access table that serves as a data storage area for data that will be used more than once and will be stored in an other Access table.

Here is a video demonstrating this:

The code below may used by your programmer or if he needs an example working demonstration file it’s found at:

Microsoft Access Show Me Demontration Files

Select example file #48

The programming code to be place in a public (Application Wide) code module:
Option Compare Database
‘Declarations
Public Not_In_List_In_Progress As Boolean
Public frmNot_In_List_Form As Form
Public ctlList_Control As Control
Public frmLookup_Form As Variant
Public ctllookup_Control As Variant
Public ctlLookupKey_Control As Variant

Code used in the NotInList Event of your combo box:
Public Sub Not_In_List_Starting_Handler(Not_In_List_Form As Form, List_Control As Control, Lookup_Form As Variant, Lookup_Control As Variant, vNewData As Variant, vLookupKey_Control As Variant)
On Error GoTo errline
Dim MsgBoxAnswer As Variant
‘Set public variables
Set frmNot_In_List_Form = Not_In_List_Form
Set ctlList_Control = List_Control
frmLookup_Form = Lookup_Form
ctllookup_Control = Lookup_Control
ctlLookupKey_Control = vLookupKey_Control
‘Request permission
MsgBoxAnswer = MsgBox(“Do you want to add this new item to this list?”, vbYesNo, “Add New customer?”)

If MsgBoxAnswer = vbNo Then
List_Control = Null ‘Make the list control empty for the time being.
Not_In_List_Form.SetFocus ‘Move cursor to the form.
List_Control.SetFocus ‘Move cursor to the list control.
GoTo exitline ‘Exit this Subroutine code.
Else ‘Permmision granted add new list item, so open lookup maintenance form to fill out a new list entry record.
DoCmd.OpenForm (Lookup_Form) ‘Open the lookup maintenance form.
Not_In_List_In_Progress = True ‘Set the Not In List flag for this coded solution.
DoCmd.GoToRecord , , acNewRec ‘Open new record to add list item.
DoCmd.GoToControl (Lookup_Control) ‘Move cursor to the control to receive the value the user tried to enter on data entry form.
Screen.ActiveControl = vNewData ‘Write the value that the user tried to enter in the list, in the correct control on the now open lookup maintenance form.
List_Control = Null ‘Make the list control empty for the time being.
End If

exitline:
Exit Sub
errline:
Select Case Err.Number
Case Else
MsgBox “There was an error in the program.  Please notify database administrator of the following error: Error Number: ” & Err.Number & “  ” & Err.Description, vbCritical, “Please write this error down and note what you were doing at the time.”
GoTo exitline
End Select
End Sub

Code used for the OnClick event of the maintenance for used in for the look up table:

Public Sub Not_In_List_Returning_Handler()
On Error GoTo errline
If Not_In_List_In_Progress = True And CurrentProject.AllForms(frmNot_In_List_Form.Name).IsLoaded = True Then
ctlList_Control.Requery ‘Refresh the list, so item just entered is now on list
DoCmd.GoToControl (ctlLookupKey_Control) ‘Go to the control containing the key value for the list control to store
ctlList_Control = Screen.ActiveControl.Value ‘Select the key value in the list.
Not_In_List_In_Progress = False ‘Turn off the Not In List flag for this code solution.
DoCmd.Close acForm, frmLookup_Form ‘Close the lookup form
frmNot_In_List_Form.SetFocus ‘Put cursor back in the original data entry form
ctlList_Control.SetFocus ‘Put cursor back in the original list control
Else
DoCmd.Close acForm, Screen.ActiveForm.Name
End If
exitline:
Exit Sub
errline:
Select Case Err.Number
Case 2467 ‘Form variable frmNot_In_List_Form references a form that is not currently open.
‘ This means that the user closed the form that had the not on list trigger before pressing the ‘Save/Close’ button
‘ on the lookup form that is now active.
Not_In_List_In_Progress = False
DoCmd.Close acForm, Screen.ActiveForm.Name
Exit Sub
Case 91
DoCmd.Close acForm, Screen.ActiveForm.Name
Exit Sub
Case Else
MsgBox “There was an error in the program.  Please notify database administrator of the following error: Error Number: ” & Err.Number & “  ” & Err.Description, vbCritical, “Please write this error down and note what you were doing at the time.”
GoTo exitline
Resume Next
End Select
End Sub

Find example file at:

Choose Example file #48

Bob Heifler
MyAccessProgram.com

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Example fileshttp://myaccessprogram.com/Download.html

http://myaccessprogram.com/Download.html