A DVANCED T OPICS IN A CCESS: MACROS

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1 Introduction Macro: a set of one or more instructions that respond to an event (an action taken by a user, usually a keypress or mouse action). Macros are employed for two reasons: efficiency and consistency. Except for one small exception, we won't use VBA at all today. Database is the one we use to track workshop registrations. The Workshop database (workshop.mdb) Abbreviated & some changes (phone numbers) Constructed entirely of Access macros Used by knowledgeable users, except for data input Demonstrate Groundwork establish relationships among tables (Student, Register, Classes, etc.) parameter queries construct a query to select all students from City of San Diego, then one that prompts for an agency referencing controls on a form or report For a form forms!form-name!control-name For a subform forms!form-name!subform-name.form!control-name Object names with embedded spaces (such as Master Class - Register) must be enclosed by square brackets [ ]. objects, events, properties, etc. object naming conventions event types and examples Part 1 Work (workshop1.mdb) Autoexec macro When the application opens, minimize the database window and open the form "Control Form" Switchboard containing Open Student form (Master Student Register) Manually create button, simple open form macro, assign to click event property Open Class form (Master Class Register)

2 Alternative method for command buttons: create macro first, save it, then drag it onto the form. Problem: form is designed to be viewed in maximized state. Add Maximize action after Open action. New problem: when Classes closes, active window is maxed Create a restore macro, assign it to On Activate event of Control Form Or better yet, remove macro from On Activate event, set Control Form's border style property to Dialog Print Status Create a macro that opens the Classes by Status report in Print Preview mode. Assign the macro to the Print Status button. Print Attendance Same procedure, this time with the Classes by Attendance report Print Agencies Same procedure, this time with the Attendance by Agency report Part 2 Work (workshop2.mdb) Macros for the Class form Print Sign In Sheet Open the Sign In Sheet report in Print Preview See how the query Sign In Sheet uses a link to this form? Print Certificates Open the Certificates report in Print Preview Same type of link to form for the ClassID Back To Desk Create a button that closes the Class form and opens the Control Form Status set Double click event to fire a macro "SetStatus". Use the SetValue macro with Item as [Status] and Expression as "C" Attendance set Same procedure as Status set, but Item is [Attendance] and Expression is "A" Switch to Student form Set double click on Student ID to a macro (macgetthisstudent) that: opens the Student form (OpenForm) 2

3 places the cursor in the ID control (GoToControl, ID) searches for the ID (FindRecord, =Forms![Master Class - Register]![Class - Register - Student].Form![ID] and closes the Class form (Close / Master Class Register Form) Problems: Same maximize / restore problem as before "Clunky" graphics may be smoothed out by enclosing the macro in Echo commands (off then back on) Finish by copying the macro name to double click events for the First and Last Name fields Part 3 Work (workshop3.mdb) Student form macros Find ID Assign a macro to a button that sets the focus in the ID control, then does a Find command (RunCommand, Find) Navigation (using Macro Groups) Notice existing buttons labeled +100, +10, +1, -1, -10, -100 Create a new macro (macnavigation) Turn on macro names In the first row in the Name column, type Plus100 First two arguments may be left blank For Record, choose Next For Offset, type 100 Save macro Assign macnavigation.plus100 to the first button and test The rest is easy. For the negative increments, use Previous for the Record argument. Change the names to reflect the actions, of course. How can we get rid of any error conditions? Conditional macros Display a message whenever an inexperienced Windows user's record comes up in the form ([Windows]=False). Turn on macro conditions Enter expression [Windows]=False in Condition column Add Msgbox action to display "Inexperienced User Alert". 3

4 Reference this macro from the form's On Current event property. Displays last name with a red background if no Windows experience Replace Msgbox action with a SetValue action Set Item to [Forms]![Master Student - Register]![FirstName].[Backcolor] Set value to 255 (red) If we use this macro, the LastName background will stay red after we hit the first inexperienced user. So... Add a second line with a condition of [Windows]=True Set action to SetValue Set Item to [Forms]![Master Student - Register]![FirstName].[Backcolor] Set value to 0 (Black) Conditional macro for confirming registration if no Windows experience Let s start with a simple macro that alerts the clerk when registering students to a class with an experience requirement. Create a macro (macexperiencealert) that triggers a message when an advanced Access class (codes AA1, AA2, or AAA) is entered in the cboclassid combo box of the subform. Set the condition to [cbocid]="aa1" Or [cbocid]="aa2" Or [cbocid]="aaa" Set the action to Msgbox and put in an appropriate message: This class requires prior experience. Which event should we tie the macro to? (Before Update) Now, let s have a macro do the experience check for us. If the student has no Windows experience, we ll notify the clerk and ask for confirmation. If the student does have experience, we ll just go ahead and confirm the student for the class. Start a new macro called macaskclerk Enter a MsgBox function as the condition: MsgBox("Inexperienced user. Confirm anyway?",292,"input Check")=6 Set action to SetValue with Item as [Status] and Expression to "C" (confirmed code) 4

5 In next line, continue True condition from line above by setting an ellipsis (...) in the condition column. Add a Msgbox action and tell the user that the student is confirmed. Add another line (ellipsis in condition) and use StopMacro as the action Add another SetValue line with same item as above but with an Expression of "W" (waiting list code). There should be nothing in the condition field as this is the action taken when user clicks the "No" button. Now modify the first macro we called "macexperiencealert". Change the condition to test if the student is inexperienced in Windows AND the Class code being entered is one of the advanced Access classes: ([cbocid]="aa1" Or [cbocid]="aa2" Or [cbocid]="aaa") And [Forms]![Master Student - Register]![Windows]=False The action to specify is RunMacro with the macro we constructed above specified in the Macro Name property (macaskclerk). 5