customise how data show up in a report

[sugarsweetpee]

Ok, as you will guess from reading this I am an ameture and struggling and if there is another thread that links to this I am sorry I couldnt see one!

I have created a database with many tables, relationships, forms, sub forms etc.
The part I am stuck on is my reports.
My database hold lots of information on clients, contact information and the most troublesom bit an events log with a linked document table (to allow for files to be uploaded) and a correspondence table (to allow for uploads of files to)

I have created a report to sumarise this. The trouble starts with the fact that not every event has both a document record and a correspondence record. Some have one or the other, some have both and others have none. I have managed to get all of the records to show by changing the relationship type and the record source (replacing INNER JOIN with LEFT JOIN).

My Report also has groups:
Group One: Area Code
Group Two: Site Name
Group Three: Event Log Reference

I now have (in the places where there is no record for corrospondence or document) a completely blank set of fields which while correct, wastes space and is confusing. My question is ...

Is there any way force these fields to hide if there is no record present?

I have tried different ways of doing it but without being able to write code sufficiently well I always came upstuck. Any suggestions?

 

[The_Doc_Man]

You have a couple of possible choices.

If you have worked with code before, consider making a report field be defined with an IIF function. That would allow you to test for an empty field, which you could fill in with the explicit "<intentionally blank>" or some such method.

If the entire section would be blank, I believe there is a .NoData event (or something like that) for reports, but that can only be used to suppress output when the whole record is blank. You could use it to suppress detail lines, perhaps. But it isn't meant for cases where some fields are blank while others aren't.

 

[sugarsweetpee]

The entire record is blank. including the ID field. I like the sound of the second option but what do you mean by suppressing output and how would I go about this?


I have the same problem on another report but this time it is slightly more complex. Any chance you could offer some advice if I can do the same kind of thing in this instace?

I have a contact sheet wich has a one to one relationship with the main table linked by site ID.

The contact sheet has 5 Fields: Site ID, Contact ID, Primary Manager, Secondary Manager, Secretary. Site ID, Contact ID and Primary Manager are required. Secondary manager and Secretary are not because not all sites have them.

The ID's on the contact sheet link with seperate contact information tables for each person. The relationship is many contacts to one contact sheet. as some contacts manage more than one site.

My report is trying to summarise all of this and I would like those sites who do not have a secondary manager or secretary to either not show up at all, or at least have the fields listed as not applicable or something.

Does this make sense?