Guys.. i need help urgently!

[Babe_uk]

Hi.. to u all.. i just joined the Discussion form today..

Well my problem is that i have an attendance sheet in access. the fields are, Monday, Tuesday, Wednesday, Thursday and Friday. At present, there are two values, 1= Present and 0=absent.

i would like to add a new value which indicates the number of lates. But if i type in "2", nothing happens!

 

[xangelusx]

Babe-uk:

What is the data type of that field? You can find out by viewing the table in design mode. If it is a Yes/No field then that would be your problem as it only accepts an "off" or "on" value. Change it to an integer field instead and you will be able to add whatever you like there.

Regards,
Chris Bloom

 

[David R]

Check into using an option group. Then you can select 'Present', 'Late', or 'Absent' for each day.

Note this requires use of a form, but you'll probably find your database more friendly to use if you interface through a form instead of directly attacking the table.

Post back if you have more questions (followup here if they're related to this one).

David R

 

[Rich]

You also have a problem with the basic structure of your db in trying to enter data in a spreadsheet manner. You should only have a date field and attendance field notwithstanding other fields that may be required. Separate fields for each day of the week will cause problems

 

[Babe_uk]

Thanx a lot for all ue help

.. The data type is "Number". but i am still not able to do anything..

David.. i don't knowmuch about access, so can u please expand on the option group and using forms instead?.. can u do that for me please?

Basically, this is the layout of my attendance sheet.:

Week No. Student ID. [M] [T] [W] [T] [F]

0 1 0 1 2

So, if i type 1 under Monday, that indicates that a student is present. If i type in 0, that indicates that a student is absent. But i would like to type in 2 indicating that the student is late. But if i do that, the number of present changes..

So in the attendance table, if i type in 2, then in the query it should come under the "Lates' column and not under "Present".

Cheers Guys

 

[xangelusx]

It sounds as if you are tallying the total in a given column for your attendance. By using a "2" to indicate a tardy you are effectivly adding an additional student to the attendance total.

The easiest solution for this is to change the datatype to a text field. Then, use some scheme like "T" for tardy, "A" for absent, "P" for present. Or you could even leave it as 0, 1, 2. Then for your totals you would just need to do a count on the toal number of "T", "R", and "A"'s in the column. This can be done most easily by using a filter on the Datasheet view and looking at the total number of rows returned.

Please note that this may be the EASIEST way to do it but it is certainly not the BEST. The best way would require seperate Student and Attendance tables as well as integrity checks, but you can do with out that if you just want a simple record.

Also, in the solution I described, be aware that the values would be case sensitive so filtering on "A" would most likely omit any values of "a".

Regards,
Chris Bloom