Help! I'm new to creating forms

[jhunton]

Hey,

I was going to do this as a table (in fact, I have a bunch of data already entered that way... drat), but have had it suggested that I use forms instead.

What I want is a database that contains the following info:

1. The unique ID for the item (assigned by Access, not me)
2. The name of the movie
3. The year it was made
4. The format I own it in (VHS, RVHS or DVD)
5. The number of tapes/dvds the movie takes up
6. A simple checkbox - widescreen
7. The type of movie it is... this one becomes complicated, I want to be able
to list more than one type, I want to be able to search by one *or more*
types to find a movie - i.e. I want to be able to search comedy or
Christmas, or Christmas comedy, or animated Christmas comedy, etc.
I have a specific list of types, and I want to limit the entry on this "field"
to only those types.
8. The people involved that I care about... I don't need to separate these
into actor, director, producer, etc, but I do need to be able to list more
than one. I want to be able to enter any info into this field, as I might
decide that I want to start including Joe Schmoe in my favorites.

As I had this set up, I had one table with items #1-6, a separate table with #7 (linked to the unique ID - #1), and a third table with #8 (again, linked to the unique ID).

How do I convert this info over? Is there a way to just create a form that will use the data I already have in my tables? I'd appreciate any help or suggestions that you guys can give.

I am very much a beginner when it comes to Access, but I understand the concepts behind organizing a database at a mediocre (not beginner) level.

Thanks!

 

[arnie275]

You seem a little confused on tables and forms. Tables are a place where you store the data like you have done. Forms will let you look at the data contained in the table and or enter data into tables. Try using Form wizard to get a better idea on forms or look at the Help file. It will allow you to pick the table fields you want to show on the form.

Once you get a basic form created you can work on slightly fancier things like the checkbox and ways to list multiple movie/people.

Edit:
Just saw Pat's message to previous thread. Use the template and alter it to suit your needs, you should be able to import your tables into it with a little work.

 

[jhunton]

*sigh* Well, thanks...

Pat, I'm sorry if this comes across wrong, as I'm really tired, and probably won't word it the way I would when I'm more awake... but obviously, that template didn't work, or I wouldn't have started a whole new topic.

And I sort of understand that forms are an entry tool, tables are where things are stored... although in the previous discussion, no one bothered to say it that nicely, they just told me that I shouldn't be using tables, I should be using forms.

Ok, so let me try to explain what I've done:
* I go into Access
* I open my database
* I click on forms, and try to use the forms wizard to create a form to
enter my data...
* I load over all the fields from my "main" table, and the "Names" field from
that table, and the "Type" field from that table
* Then I save that form and try to look at my database through the form...
* It opens on Video Collection ID #3 (instead of #1) but it says it's record
#1 of 77... but I only have 70 "rows" or items in my table entry of the
database...
* When I try to scroll through the records, it changes the two "multiple"
fields (Name and Type from the other tables) and the Video Collection ID,
but nothing else. And these don't seem to go in any logical order that I
can figure out - i.e. it's not all by Type of movie, or by ID or anything
else...

So... you want to try to help, or you just want to tell me that you've already answered my question...

Again, if I sound bad, it's not the way I usually am and I apologize for it.

 

[WayneRyan]

J,

You need 3 things here:

1) The set of tables to hold your video database.
(You seem to have that)

2) The set of forms/reports to view/modify that data.
(You seem to have that)

3) The set of queries which can use of screen controls
such as combo-boxes, listboxes, etc. to help
extract/display/modify data.
(I can't tell what your app is doing from your posts)

Some of the things that you are unexpectedly seeing can be "missing"
Autonumbers caused by deleting records or "empty" records that
contain nothing but Nulls.

How are you presenting and traversing your data? Are
your form(s) just presenting data straight from your tables,
or are you using Search Combos & queries to provide the
means for the user to traverse the data?

It would help if you could post your database and show one
aspect of it that is specifically giving you trouble.

Wayne

 

[jhunton]

Further Information

OK, I think I understand the concepts of what you've said...

I created a form using just the information from my main table. Now I'm trying to find out how to display it alphabetically, not by Video Collection ID... but I bet that has to do with basing it on a query... I'll deal with that later.

I've also created a table with just one field. Each row of this table contains one acceptable value for the type of movie (i.e. Comedy or Christmas). Well, it also has a unique ID for each record/type. This table currently just has 3 sample types.

I've created a TypeRelation table, which has two columns besides the unique ID - one is the ID from the Main table (which defines the movie), and one is the ID from the types table. This table at current doesn't have any data in it. Yes, these are linked via relationships to their source tables (not sure if that's the right terminology).

Then I went in to try to change my original form, since you say that "each form should be based on a query." I searched through the help, and can't seem to find any info on this. I also can't seem to find info on creating tabbed forms...

I'm making progress, but the following steps are still eluding me (I'll probably search more tomorrow or Saturday, but wanted to let you know my progress):

1. Query-based forms
2. Tabbed forms (for my subforms)
3. Master/child links

jhuntonfl


P.S. Someone else asked if my forms are just presenting data straight from my tables - yes, they are. They also said something about posting my database and showing an aspect that's giving me trouble - I'm not sure how to do that, or even if you guys would still want me to at this point.

 

[WayneRyan]

J,

To post your database.

Remove non-essential data/pictures/forms/reports etc.
Tools --> Database Utilities --> Compact/Repair
ZIP it
Attach to post (Attach files - bottom of screen when posting)

Then include one or two specific things you need it to do (or not do).

see ya,
Wayne