Diary Actions Form

[access7]

Hello. I am hoping someone can give me some insight... I am still very new to all this.
Quick Background... I am designing a Sales Contact Management System, the general idea being we can store information about any prospects / clients and set actions or reminders for things such as call backs, emails that need sending etc...
I have designed a form which acts as a diary for such actions (Frm_DiaryPage) - the next stage in its development being able to 'close' an action once it has been completed... I would like the action to be accessible should it ever need to be looked at again (i.e. archived somewhere) but not to be listed on the form anymore as it is no longer an event that needs actioning...
I was hoping to put either a command button or tick box on the form with some kind of 'close' / 'completed' event behind it but I have fallen at the first hurdle... as I have based my Diary Actions form on a 'Continuous Forms' basis if I add a tick box (or similar) then it acts for ALL actions on the list; not each individually (obviously as it is part of the one, 'continuous form'....
Any advice would be extremely welcomed and much appreciated

 

[tinyevil777]

I tend to have an "archive" field in my tables. Once i'm done using them, rather than deleting them or moving them to another table, i use an update query to set the "archive" field to 1.

In your Frm_DiaryPage, set it so that it selects only records where "archive = 0".

This way, you're viewing only active records in your table, but your archive records are still there and are viewable at any time. Make sense?

 

[access7]

Yes, I can see the logic behind that... I have added an 'archive' field to my table - I have set this to a Yes/No field - would I be correct in assuming that it what you meant??
My only other question is how to set the query going - i.e. how do I set an actions 'status' to 1 / 0 from the form in the first place (from a user-end pov)
Thanks for the advice, much appreciated!!!

 

[tinyevil777]

Firstly you need to create an update query that will set the 'archive' field to -1 (active). You also need to decide which records you want to archive, do you want to archive them all? Otherwise, set a criteria parameter. Once you're done, save the query.

Secondly, on the OnClose event for your form, set the update query to run.

This means when your users open the form, view the records then close the form, they will be archived (using the update query).

 

[access7]

This is fantastic advice, thank you so much, and I actually understand what you are advising which is also good, thank you for explaining it simply for me.
I think I will be OK with the query side of things (she says.....)
The only thing that now confuses me now is if I want to put a 'tick box' for example on my form for the user to 'tick' once they have done an action how do I get around the fact that because it is a continious form it then ticks the boxes on all of the actions?
Thanks again for the speedy responses, I would really like to tick this off my list by the end of the day if I can.

 

[tinyevil777]

If it's a continuous form, the tick box should be relative to each individual record and should NOT affect all records. Not sure why yours is, can you post an up-to-date copy of your db?

 

[access7]

Ok., so If you first open the Frm_Log In and choose 'Natalie' - it should take you to 'my diary actions', there are currently two or three set I think - this form runs from a query (Qry_Diary). If I were to use the check box on the left side (linked the the archive field in the table, which I have named 'Complete') then it ticks all the boxes for all actions (I assume this is because it is on a continious form). The boxes are obviously not linked to each individual action...not sure how to do that???
The form may need some 'appearance' changes but I want the fundamentals to work first.
Hope you like my work

 

[access7]

I think I've got that bit sussed... I needed to change the control source of the tick box to the field 'completed' in the query. Seems to be letting me tick them individually now... just need to work on the query / filter side of things now.
Keeps me busy

Anyway, thank you so much for your replies... if you do have any more advice having seen my database then it's always welcome

Many Thanks

 

[tinyevil777]

No problem at all, i'm glad i helped!