Need help printing multiple copies of each group

[sistemalan]

Hi and thanks in advance to anyone who can help me.

Our access database helps us keep track of children attending an after-school music programme.

Each week we print registers and give them to the class teachers for them to mark who is coming. The registers are produced as a report, grouped by School then by Class.

We run 3 times a week so each week I need to print off 3 copies of the registers for each class.

Is there a way to print multiple copies of each group in a report? This would save me quite a bit of time each week.

I'm using Access 2013 (don't judge me, we got it free!)

Thanks,

Alan

 

[MarkK]

Your post asks us about your data, question we can't answer. For instance, "3 copies of the registers for each class." What is a register? What is a class? How is that data structured in your system? How do you print it now?
hth

 

[sistemalan]

Dear lagbolt,

Thank you for your reply. I appreciate that I have not provided sufficient information to allow you to help me. Allow me to try again,

Our database stores information for all children signed up for an after school programme.

As I mentioned a Register is a Report created in Access. The Report is generated from a Query. The Query produces a list of of children's names, school and class.

The Report is grouped by School then by Class:

Grouping level 1: School.

Grouping level 2: Class​

List of Children in that class​

I want to be able to print 3 copies of the list of children in each class.

I can of course print the whole report 3 times but then I have to manually collate the sheets. As there are quite a few classes and I will be doing this every week for the foreseeable future, I am enquiring to see whether there is a way to get Access to do this for me.

Currently the Report is structured as follows:

School 1:

Class 1:​

List of Children in Class 1​

Class 2:​

List of Children in Class 2​

Class 3:​

List of Children in Class 3​

School 2:

Class 1:​

List of Children in Class 1​

Class 2:​

List of Children in Class 2​

Class 3:​

List of Children in Class 3​

etc....

I want to be able to print:

• List of Children from School 1, Class 1 (3 copies)
• List of Children from School 1, Class 2 (3 copies)
• List of Children from School 1, Class 3 (3 copies)
• List of Children from School 2, Class 1 (3 copies)
• List of Children from School 2, Class 2 (3 copies)
• List of Children from School 2, Class 3 (3 copies)
• etc...

Much gratitude to anyone who can offer a potential solution.

Many Thanks,

Alan

 

[MarkK]

Create a report that only shows a single class. Then loop through your schools, and loop through each school's classes, and print three reports for each one. Loop pseudo-code like

for each school in schools
   for each class in school
      print class report three times
   next class
next school

Does that make sense?

 

[sistemalan]

Hi Mark,

Thanks for getting back to me. I see what you're getting at and it makes sense to me in principal, but I'm not sure how to put it into practice. I don't really have much of a grounding in programming. My access training consists of a combination of trial and error and asking nice people on forums for help with a specific problem

Any further hints greatly appreciated!

 

[MarkK]

Here are things you need to know . . .

• . . . how to add a button to a form, and run code when that button is clicked.
• . . . how to open a recordset, one from the table that contains your schools, and then open another one--using that school--from the table that contains your classes.
• . . . how to enumerate the records in your recordsets using a loop, maybe a Do [While]...Loop [Until], or While...Wend.

Each topic there is a kind of independent knowledge-base you'll need to work from. Maybe you know something about one or more topics. Focus your research and future questions on the areas where you're stuck.

You may want to start a new thread if you'll need to dive into one of these in detail, or if you have more basic questions, post back here is fine too.

Hope this helps,