Find and Filter Records on a Form

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Audra Cross
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Find and Filter Records on a Form Callahan Chapter 3 All About Me Review each form/report can have its own module Me a reference to the form/report whose code is

1 Find and Filter Records on a Form Callahan Chapter 3 All About Me Review each form/report can have its own module Me a reference to the form/report whose code is currently executing eg: Me.AllowEdits = True vs Forms!frmRestaurant.AllowEdits = True Me is available to any procedure in Form/Report module can t use Me in a Standard module

Creating a Combo Box to Find Records Navigating to a record is a common need Added combo box that lists Contacts, so user can pick similar to Lookup Wizard but this cbo is unbound form responds by

2 Creating a Combo Box to Find Records Navigating to a record is a common need Added combo box that lists Contacts, so user can pick similar to Lookup Wizard but this cbo is unbound form responds by executing code that navigates to the desired record Combo Box properties Name Row Source Type Row Source Column Count Column Widths Bound Column List Width Limit To List Practice Time: Adding a Navigation Combo Box Artie s List database frmrestaurant Use Control Wizard to add a combo box that displays restaurant name and address Save frmrestaurant

Practice Time: Adding a Navigation Combo Box Renaming a Control that is referenced in existing code careful! After using the Wizard: 1. set combo box s Name property 2. click Code button 3.

3 Practice Time: Adding a Navigation Combo Box Renaming a Control that is referenced in existing code careful! After using the Wizard: 1. set combo box s Name property 2. click Code button 3. use Edit Replace 4. replace each occurrence! click event s Build button( ) to ensure it takes you to the code save frmrestaurant Creating a Combo Box to Find Records Our Contacts form is read-only Allow Edits property was set to False in Chapter 2 combo box won t work correctly until we make a few changes Need to allow edits when we enter the combo box from another control on the same form Must make the form read-only again as we exit the combo box on our way to another control on same form Practice Time add code to cborestauranttodisplay so it can be used to navigate test & save

Creating a Combo Box to Find Records AfterUpdateevent occurs after control s data has been updated, just before the control is exited used here to navigate to the record that was selected from combo

4 Creating a Combo Box to Find Records AfterUpdateevent occurs after control s data has been updated, just before the control is exited used here to navigate to the record that was selected from combo box Control Wizard created VB code to handle combo box AfterUpdate event Modify the Combo Box List What modifications were needed to display full names in alphabetical order? Combo box s RowSource property is a query Practice Time modify cborestauranttodisplay to sort rows primarily by name and secondarily by street address test & save

5 Add Code to Keep the Combo Box Synchronized When navigate to another record, the combo box didn t reflect the change Practice Time add similar code to keep cborestauranttodisplay in synch with the restaurant being displayed on the form test & save frmrestaurant Practice Time: Enhance frmrestaurant Problem when a user enters and saves a new restaurant, it is not shown in the rows of the navigation combo box the restaurant was added after cbo rows were populated when the form opened user will see the new restaurant if thay close the form, then reopen Solution which event shall we use to we trigger VBA code? what code will make the combo box include the new restaurant? Requery method re-runs the query underlying a form/control to reflect changes to the existing records, display newly added records, eliminate deleted records ensures that form/control displays the most recent data Add this code to frmrestaurant Test and save

Filtering Data Three ways users can filter using the Access user interface Filter By Selection Filter By Form Advanced Filter/Sort The last two open a filtering window All are available unless you

6 Filtering Data Three ways users can filter using the Access user interface Filter By Selection Filter By Form Advanced Filter/Sort The last two open a filtering window All are available unless you disable them by setting the form s AllowFilters propertyto No Understanding Filtering Properties Filter property a string that contains the criteria for the most recently applied filter FilterOn property indicates whether or not a filter is currently applied returns True (-1) when filter is applied, False (0) when no filter applied Can be used to change how a form filters records use VB code to change these properties in response to user actions Practice Time use Immediate Window to View/Set Properties?Forms!frmRestaurant.Filter?Forms!frmRestaurant.FilterOn Forms!frmRestaurant.Filter = "Zip='85258'" (string within a string) Forms!Contacts.FilterOn = True

Filter Event Triggered when a user opens a filter window by clicking Filter by Form or Advanced Filter/Sort Used to control what happens before a filtering session clear the previous filter, hide/

7 Filter Event Triggered when a user opens a filter window by clicking Filter by Form or Advanced Filter/Sort Used to control what happens before a filtering session clear the previous filter, hide/ enable/disable controls Cancel argument FilterType argument acfilterbyform acfilteradvanced Creating an Option Group to Filter Data Added an unbound option group for easy user filtering Control Wizard made it easy how many controls? option group defaults to 1 (All Contacts) we set the Option Group Frame control s Name property to FilterOptions always name any control you ll refer to in VBA code frafilteroptions would be better but let it be Wizard does not create any code. the developer s job!

Practice Time: Creating an Option Group 1. Use Control Wizard to obtain option group with All Restaurants as the default may need to set the option group label s Back Style property to Normal 2.

8 Practice Time: Creating an Option Group 1. Use Control Wizard to obtain option group with All Restaurants as the default may need to set the option group label s Back Style property to Normal 2. Set the Option Group Frame control s Name property to frahaswebsite 3. Enter the code 4. Save and test d oh! Creating an Option Group to Filter Data Our form is read-only the option group s value can t be changed prevents us from filtering! Need to allow edits when we enter the option group from another control on the same form Must make form read-only again as we exit the option group on our way to another control on the same form Practice Time add code to frahaswebsite so it can be used to filter test & save

9 ApplyFilter Event The option group doesn t respond when the user applies a filter through the user interface added code to change the option group s value when user filtered via the UI Indicates the set of records is about to change due to filtering Fires when user clicks Toggle Filter button (to turn filtering on or off) user clicks Filter By Selection button we use VBA/macro to set Filter property or FilterOn property Cancel argument ApplyType argument acshowallrecords acapplyfilter acclosefilterwindow Extra Credit Opportunity Form Properties Data Properties RecordSource table, query, or SQL statement Filter FilterOn AllowEdits AllowFilters AllowDeletions (Callahan 8/9) AllowAdditions (Callahan 8/9) DataEntry (Callahan 8/9) Format Properties DefaultView Width BackColor RecordSelectors NavigationButtons Caption BorderStyle Other Properties Modal PopUp (Callahan 8/9)

10 Control Properties Format Properties Caption BackStyle BackColor (Callahan 4 & 12) Visible Other Properties Name so you can refer to the control in VBA code Tab Index ControlTipText Data Properties Control Source fieldname or expression a control is unbound when its Control Source is blank RowSource Enabled Validation Rule/Validation Text InputMask Locked Specialty Properties Combo Box properties Name Row Source Type Row Source Column Count Column Widths Bound Column List Width Limit To List Section properties Height BackColor Subform properties Link Master Field Link Child Field

Put Final Touches on an Application

Put Final Touches on an Application Callahan Chapter 11 Preparing Your Application for Distribution Controlling How Your Application Starts Forms-based bound forms for data presentation dialog boxes Switchboard