learningtheropes
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- Today, 01:41
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- Jun 20, 2011
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Hi everybody,
Please excuse me if this question is basic or has been answered. I have used the search function but have not found the answer to my question.
I work for an organisation which lobbies a Parliament. To track contact the head of our organisation has with Members of this Parliament, e have created an Access database (which is new to us).
We have a table entitled 'Contact events'. In this table a new record is created every time a member of our organisation has contact with a member of this Parliament, either by letter, phone or in person. We have termed each record a 'Contact Event'. Each 'Contact Event' record is linked to a particular Member's record (details of Contact Events are filled in as a sub form on each Member's entry on a form). Users then fill in the date, add their comments and select which members of staff were present at the meeting from a combo box (there is a third table, details of staff, made solely for this purpose).
This is where the problem arises. On the table 'Details of contact events' we have perfect rows, each giving details of a particular meeting between one or more members of our organisation and a particular legislator. In this table, when two or more staff members met the same legislator, both their names appear in the 'Staff' column of the record giving details of the meeting.
However, when we do queries for contact events, when two or more staff members were present at the same meeting, the Query returns them as separate records, as if two meetings took place (same legislator, same date, same subject, same comments, but two meeitngs because there are two differnt staff members. This destroys our results because the Queries give the impression that twice as many meetings took place as was in fact the case.
Does anyone know how to fix this so the Query recognises a meeting with the same ID, date, legislator, etc but with more than one staff member is in fact the same event and is only returned once?
Sorry if this is rambling or unclear, I am very new to Access.
Best wishes,
Learning the Ropes.
Please excuse me if this question is basic or has been answered. I have used the search function but have not found the answer to my question.
I work for an organisation which lobbies a Parliament. To track contact the head of our organisation has with Members of this Parliament, e have created an Access database (which is new to us).
We have a table entitled 'Contact events'. In this table a new record is created every time a member of our organisation has contact with a member of this Parliament, either by letter, phone or in person. We have termed each record a 'Contact Event'. Each 'Contact Event' record is linked to a particular Member's record (details of Contact Events are filled in as a sub form on each Member's entry on a form). Users then fill in the date, add their comments and select which members of staff were present at the meeting from a combo box (there is a third table, details of staff, made solely for this purpose).
This is where the problem arises. On the table 'Details of contact events' we have perfect rows, each giving details of a particular meeting between one or more members of our organisation and a particular legislator. In this table, when two or more staff members met the same legislator, both their names appear in the 'Staff' column of the record giving details of the meeting.
However, when we do queries for contact events, when two or more staff members were present at the same meeting, the Query returns them as separate records, as if two meetings took place (same legislator, same date, same subject, same comments, but two meeitngs because there are two differnt staff members. This destroys our results because the Queries give the impression that twice as many meetings took place as was in fact the case.
Does anyone know how to fix this so the Query recognises a meeting with the same ID, date, legislator, etc but with more than one staff member is in fact the same event and is only returned once?
Sorry if this is rambling or unclear, I am very new to Access.
Best wishes,
Learning the Ropes.
