a confused newbie

[Mrs.Meeker]

I have a table prepared that I moved from excel. Part of the excel file was put together by someone else. That part contains 6 columns, each titled all projects, question 1, question 2, etc. Within these column are codes which relate to specific choices, also set up by someone else.

The plan is to have the choices selected and depending on those answers which of the items to check would appear on a form. We figured there would be around 30 different views, so the idea of using excel quickly died, what with this table probably needing frequent updating.

I haven't used Access much at all, undoubtedly knowing just enough to be dangerous-if that much!

My big question is, in these 6 columns, there is sometimes more than one code. Do these need to be separated. Some items to check will be showing up on more than one form but not all of them.

I hope I'm making my self clear.

This is roughly how I thought to set it up. Users would have to make one selection from each of the following. (The code preceeds the choices)

First choice:
(Cover sheet or no cover sheet)

2b Bridge office project
2o Bridge plan attached to another design

Then choose:
(Project type)

3b Bridge
3c Culvert
3r Repairs

If culvert or repairs - done, form should open.

If bridge, choose one from each of the following 3 categories.
Abutment Type
4i Integral
4s Stub

Pier Type
5t T-Pier
5f Frame Pier
5p P-IO pierA
5v V-Pier
5o Other

Superstructure Type
6s Steel Girder
6p Prestressed Concrete Beam
6c Continuous Concrete Slab

Each item in the list has been given a code. (Found in the 6 columns and related to the key) Some items have several codes because they may show up on every or many forms. If they have more than one code will they need to be entered more than once?

I was thinking about drop down boxes but not sure how to put it all together. What other choices do I have to make this as user friendly as possible? Can the form be printed out as it looks? I need to make it for Quality Control as well as Quality Assurance. One will be used by the office of Bridge Design and the other will be used by the RCE/Consultant/Project Manager. The Quality Assurance Form will not have as many items because some are for internal use by the Bridge Design Office. There are other codes for that numbered 1-5

Here is a zip file.

I hope someone out there can give me some direction.
Mrs.Meeker

 

[Mrs.Meeker]

okay, so I thought I had attached the file

 

[neileg]

First question:
Is the object of the database the production of a printed form that is tailored to the requirements of a particular project

OR

Is it to record the data relating to every project.

 

[Mrs.Meeker]

The object of the database is the production of a printed form that is tailored to the requirements of a particular project

I would also like to track the data that is filled out, but unfortunately these forms will be filled out by hand and I am going to have to re-enter all the answers. That's a future issue I try not to think about. It would be so nice if the people I work with would fill these forms out electronically, but what do I know?

 

[neileg]

I hadn't realised you had PM'd me on this until today. I usually have private mail off and don't check it.

Not sure why you didn't want the contents public, but there you go!

So if we are designing a form based on the project details, the first thing you need is a table that has all the form clauses in. I guess these are going to be memo fields since the text length may exceed 255 chars. You'll need a field for the clause number, 1.1j etc, and you'll need the ID number to uniquely identify these. I don't know what the Code field is in your table. Lets call this tblClause
tbleClause
ID Primary key, autonumber
ClauseNo text
Clause Memo

Then you need a table that links these clauses to the question answers. You need a record for each match of the clause to the question answers. Call this tblClauseLinks
tblClauseLinks
AnsNo Text
ClauseID Foreign key from tblClause

You'll need a table for your project details, say tblProjDets
ID Autonumber
ProjName text
ProjOfficer text
etc...

Then you need a table to hold the answers to your questions. Say tblAnswers. This will hold each valid answer as a separate record
tblAnswers
ProjID Foreign key from tblProjDets
Answer text

Having done all that you need a form to get your project details and the valid answers.

Then you need to build a query to pull this together. This may return the same clause more than once, so you need to set this for unique values. Make sure the results are sorted in the right order. Then build a report based on this query.

With any luck, Bob is now your uncle.

 

[Mrs.Meeker]

Thanks Neileg, I have lots and lots to keep me busy. But who the heck is Bob?

LOL
Rhonda

 

[neileg]

I just told you, he's your Uncle.




It's a British phrase that means everything is now OK. I gues you're not a UK resident!

 

[ColinEssex]

Not only that - Fanny's your Aunt

Col

 

[Mrs.Meeker]

Me, I'm in the US, but I'm sure getting an education!! Thanks very much.

Bob's my uncle and Fanny's my aunt!!! LOL LOL LOL

You folk's are great fun!

Rhonda

 

[ColinEssex]

Rhonda

There is more to that little ditty.........but I'll not go into it, you've got the first two lines there.

I'm sorry but I can't resist saying that at the end of your post you should have said "Help me Rhonda"

(as per the Beach Boys??........too young I suppose to remember it)

Rich will remember it

Col

 

[Mrs.Meeker]

Yes, I remember it, I've been tortured my entire life with it, but I'm old enough now to laugh it off.

I am very curious about this litty ditty. Must be naughty if you won't repeat it! HA My auntie taught me some of those, but her name wasn't fanny!

Have a great day!

Rhonda

 

[neileg]

Er...

You can't spell Fanny with a small f. It means something different in England to the American connotation.

 

[Mrs.Meeker]

Oh dear, what have I done now? I hope I haven't offended anyone with my laziness!

Maybe I shall start signing off...

Help me,
Rhonda

 

[ColinEssex]

Rhonda,

I knew you'd have heard it about a million times, its like Hi Jean and the like - (I'm not very original I'm afraid)

Just humour me
Col

 

[Mrs.Meeker]

Actually Colin, I think "help me Rhonda" is quite suitable since I sometimes need all the help I can get!


Rhonda

 

[Vassago]

Yeah, but isn't that song actually a cry for help? Maybe we should call you Rhonda "Help Me" Meeker?

I'm laughing my fanny off over here!

 

[Mrs.Meeker]

touche'

 

[mission2java_78]

Im just in total confusion right now :|

 

[Vassago]

I think we figured out that it's pretty easy for you.

Don't make me call Charlotte in!

 

[mission2java_78]

*bangs head hard* o no not her....

not medusa..i mean charlotte

jon