Adding additional information to a report

[robin123]

I have a report setup in the format of a letter which is sent out to perople periodically. It takes the name and other information from a table.
Each time the letter is sent out, it is to inform people of meetings on different dates.
Is it possible to have a prompt that when the report is run that it would prompt the user to add the extra data to the report. (ie. automatically insert the data to the report).
I cannot think of another way of getting around this problem apart from changing the report in design view each time but this would not be easy for someone with limited computer knowledge.

 

[Krava]

Hi, robin123!

I think the easiest way to do is to change the data source of the report slightly. I belive, the data source is table/query. So in the query you add one cutomized column, e.g:LetterDate: [Input the date of the letter], where "LetterDate" is your customized name of the field to be accessible in your report, [Input the date of the letter] is onlz the text that will dispay to users before opening the report. The value they input will be stored in this customized field. And, obviously, you have to add this bound field to your report to see the value they entered in the report itself.
Hope it is suitable fo you.

Regards.

Krava

 

[robin123]

Thanks Krava tha worked a treat!
I have got it so that I can add one date onto the letter. If I wanted to add, say six seperate dates would I just add 6 columns to the query and then have 6 pop up boxes opening when I open the report or is there a better way to do it than this?
Hope this makes sense.

 

[Krava]

Robin123!

For this case of - let say multiple data entered by user I would recommend to do it a different way. Becaus ethe mian disadvantage of the last solution is that if user makes mistake by entering one of the 6 parameters, there is no way back (known for me) to correct it. User has to go to the end of all 6 enterings (even only with hitting Enter key), then to start whole process again.
So I would recommend to build a form with 6 or how many you like field to be entered before opening the report itself. You can also apply som validation/checking mechanism for all entries to make sure that user has entered correct data/all requested data. The only simple button on the form that woudl call opening the report. All inputted values in the form could be taken by report and then displayed.
Hope it makes sense.

Good luck!

Krava

 

[robin123]

Thanks for the help again.
Is it possible to setup a form to enter information into, but only have it hold the information temporarily so that a table does not have to be created and saved each time? (ie. The table would be deleted after the report had been generated?)
Thanks

 

[Krava]

Hi, robin123!

Yes, of course. You can create unbound form, means no data source. You can create as mana as you need of text fields, also unbound. You only give them some resonable names to help you further. Like DateStart, DateEnd, DateOfInvoice atc. Then "OpenReport" and "Exit" button on the form. I would like to give you one hint- before opening the form (after hitting the button) you should use Me.Refresh, because you have to be assured that all inputted values are available in the text fields. After closing of the selection form all the entered data are gone. So no savings into any table.

Hope it helps.

Krava

 

[robin123]

Krava
Thanks so much for the help. The report now works perfectly.