Default Data Store

[andrewneal]

I created a report database that rely's on both default data and user entered data. Unfortunately the default data is going to be different for each office and needs to be easily updated as needed. So I created a "default data table" and named it DefaultData_tbl; and has these field names in it:

Office
Phone
Address
Fax

The personnel Main form is run from the Main_tbl with the exception of the items above (which reside on the DefaultData_tbl). This default data then needs to be automatically applied into the Main_tbl, via the Main form, which has Main_tbl as it's data source. Then the user does not have to keep filling in these textboxes for each personnel entry (unless it is different for a particular reason; which they should be able to change as needed and then automatically revert back to the DefaultData_tbl for any future personnel inputs). A personnel report (to file in their personnel records) is printed and will also need to pull from this table the items listed above (unless it is changed by the user for that one person they were entering in). The report name is NIPRNet_rpt.

For instance:
Say the Office is "Marketing"...
Everywhere on the reports, tables and forms that asks for the office should automatically put "Marketing" in the spot.
Now, if I get someone who is working in Recieving today, I should be able to update those office boxes with "Receiving" (just this one time) which will also have to be updated on the Main_tbl and NIPRNet_rpt (but should NOT update the DefaultData_tbl).
Then it should automatically revert back to "Marketing" when I pull up a new user

Putting this information in the default data under properties works fine, but I am sending this out to all the offices and want them to be able to easily enter in their particular default data. I don't want to have to create 30 databases all with default data set in them already. Plus, if something changes, like their phone number, I want them to be able to update this in their default data form and it be updated for future use.

I tried putting this in the Office textbox on the Entry Form:
=[Tables]![DefaultData_tbl]![Office]
All I get in the textbox is "Name?"

I would make it a Label instead of a Textbox to associate it, but the user has to have the ability to easily change this default data inside the form as they are filling it out. This updated data is also needed to update the Main_tbl and the NIPRNet_rpt.

I am racking my brain trying to figure out what I am missing here. The DefaultData_tbl will not have more than one record in it; as all it is doing is storing the "initial setup" default data to be used in reports and forms. Anybody know what else I can try to get this to work?

 

[Pat Hartman]

I would create a form that uses the defaults table as its recordsource. This form should be opened when the database opens. The code behind the form should check to see if the record exists in the table. If it does, the form would hide itself and just open the normal switchboard. If the table was empty, as it would be on first use, the form would open to allow the user to set up defaults. It would need a button to "proceed" that would save the current record, hide the form, and open the standard switchboard. The object is to have this form open and hidden all the while your db is open. You can then refer to form fields on this for to obtain default values. So in the controlSource of the department name control on the report you might have.

=Forms!frmDefaults!DepartmentName

You should also have an option on your switchboard to open this form to allow changes to the defaults.