numerous records in one rpt

[bpaquette]

Hello everyone,

I have a report in which I have numerous records in a sort of step format, sort of like this


What office they work in
-> Position/Job title
->->Name/phone# etc.


Now this , as you can tell, generates several groups of 'stepped' records. what I would like to (okay, love to) do is to be able to, with each group of records, is count the number of records in each duty section...


so, example:

Personnel Office
->Executive Staff
->->John Doe/4867999
->->Jane Doe/4867999
->->Arsenio Hall/6639399
->Total employees: 3
Finance Office
->Money Grubbers
->->bob vela/55930303
->Total Employees: 1


Is there anyway to do this? I know I can count the # of records total, or filtered, but can I list several counts on one report in a manner other than listing them all in the header/footer?

Thanks for any assistance!

Brandon

 

[KenHigg]

Have you tried counting them in the detail footer for the group?

kh

 

[bpaquette]

Is there a way to count just the records in one iteration of the detail?

 

[KenHigg]

If you are grouping on say, 'Executive Staff', then you should be able to do a count in the group's footer section.

kh

 

[bpaquette]

Afraid i'm having a bit of trouble understanding... there's numerous iterations of each group.. what kind of function would i use to count the records in only one iteration of the footer level?

 

[KenHigg]

I'm affraid I too am becoming confused by the term you are using, 'iteration', when used in the context of a report's records. Are you using grouping in your report?

kh

 

[bpaquette]

Yes, I'm grouping in two levels: Work Section and Position:

Personnel Office
Executive Staff
John Doe/4867999
Jane Doe/4867999
Arsenio Hall/6639399
Total employees: 3

Finance Office
Money Grubbers
bob vela/55930303
Total Employees: 1

The names/phone numbers are the records I need to count. By iteration I mean each group of names/phone numbers (it is listing office,position, name, office, position, name, so each iteration of those 3 items) My terminology is kind of self taught so I apologize.

Where it says Total Employees: X -- That is what I'm trying to calculate.

 

[ColinEssex]

Where it says Total Employees: X -- That is what I'm trying to calculate.

the report wizard will automatically add this if you use it.

Col

 

[bpaquette]

Col - If you're referring to the grouping -- I already have the report grouped, but I need to count up the records... I didn't see anything like that in the wizard, was that what you were referring to?

 

[KenHigg]

Did you add a group footer?

kh

 

[bpaquette]

here is a shot of the report in preview mode

 

[bpaquette]

and here's the design view... it's easier than explaining how i set it up

the wizard set it up like this

 

[ColinEssex]

What you need to do is this, I misunderstood before

In the group footer, add a TextBox. In the ControlSource type

=Count(*)

then it'll add up the number of items in that group

Col

 

[bpaquette]

Thank you, Col, however I noticed that this counts all the records. I need it to only count the records on the lowest level of the hierarchy (specifically, the names).


So if my first header is COMMAND SUPPORT, and there are 5 names before the next header, i need to display the # 5. same for all of the other 'groups' (that is one count per header)

 

[ColinEssex]

you'll probably need to add a footer as well as the header otherwise it doesn't know when to stop counting.

Do a sample small report with just one group and a few entries for each group with a header and a footer then you'll see what I mean

Col

 

[DayStar]

Sample of what Col is talking about

In the attachment note the report footer. I expanded the report sorting and grouping popup so you could see the settings.

For each group you have - Finance Office and Money Grubbers, you would set a footer - Finance Office footer, Money Grubbers footer. You can place the sum and count functions in each of the footers.

You can then set a master totals section on the report footer which will tell you the total counts for all sections.

Col is right in that the report wizard will walk you through the summing and grouping settings. It will even set percentages for you. I attached some screen shots of the wizard to help.

Good luck

 

[bpaquette]

thank you! I can't believe i missed the options buttons.

My problem turned out to be simply that I didn't have a necessary footer.

Thanks to everyone who offered up tips!


BP