Duplicating records

[gtford]

This one's got me stumped. I have a data table which is essentially a "to do" list for employees to use in tracking customer renewals. There are 16 separate and distinct tasks that the employee has to complete for each customer.

Currently I enter the basic customer data into a form and then copy the record until I have 16 records for the customer. I then go into a task list (in a combo box) and select the task for each record. I'm looking for a way to automate this process.

I have set up a table with the 16 tasks. I would think once I enter the basic customer data for a single record it would be some way to automate the dupication process and automatically enter the tasks from the task table. I'm just not far enough along to be able to figure this out.

Hopefully what I'm saying makes sense. If so, I would appreciate any help you can offer.

Thanks.

 

[David R]

Are these tasks to be done sequentially, or in any order but all 16 have to be done eventually?

And I sincerely hope you are talking about 16 subdatasheet records, not actually replicating the person's entire record 16 times. If you don't understand what I'm talking about, look up 'database normalization' and read up for a while.

Please post back, there's probably a way to help but we need more information first.

David R

 

[Jack Cowley]

You want a form/subform setup where the customers info will reside and the subform where tasks will reside. This means a new table for tasks related to the customer table in a One to Many relationship. Create the task table and leave it blank. Create a new task table with 16 records and the same fields as the new table. When you are ready to do the tasks for the customer run an append query to append 16 records with the customers ID to the normal task table. Now the subform will always have 16 tasks for the user to fill in when they select the customer.

You will need to sort out when to run the append query, etc. If you have repeat customers you will need a query to sort out which task are currently open.

 

[gtford]

Jack and David, thanks for your reply.

David, I assume your question is will I be replicating one record including all fields 16 times and the answer is no. Such items as the customer number, salesperson, etc. will be duplicated, but other fields such as the task, responsible party and time-lines will be different for each record. The tasks are to be done sequentially and there is a specific time-line and responsible person for each task. I currently have the tasks, time-line and responsible person in a combo box so when I select the task the time-line and person automatically fills.

Jack,I haven't had to deal with form/subforms, but now is as good as time as any to learn. Everything you said makes sense and sounds like it will work. I'll play with it and if I run into any problems I'll repost.

Thanks both of you.