Auto Populating Fields In A Table/form

May 5, 2008

Sorry for posting into another thread about this, but here's my problem:

Hello All. Finally getting my pride out of the way and asking this. I've searched and this is the closest question pertaining to the problem I'm having. I have created a form to populate a table in Access. I've created Lookup fields for parts of the table that will get data from another table/tables. I want a certain part of the form to auto-populate data based off of the last name I put in the initial Drop-down box. Say, I have a person with a last name (and there are several with the same last names), I want the remainder of that line in the form/report to populate with his/her data needed for the form letter. Unfortunately right now, I have it where we have to select each from a drop down menu, for both last names, first names and other data needed. I've tore my brain up trying to figure out how to link the data in each one of the combo boxes to the first combo box. Any help would be appreciated. These are driving me nuts as I should be able to figure this out and it's just escaping my vision I guess. Thanks in advance for the help.

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Auto Populating Table From Form Information?

Sep 8, 2011

I am trying to create a form from questions listed in a table, add a yes/no column to it and then have it auto populate a data sheet with the question and the answer. how I can have the datasheet autopopulated?

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Auto Populating Fields From A Different Field

Apr 19, 2006

Hi there,

I've been working on this issue for quite sometime. I've tried different methods, such as the DLookup function, but I think I'm doing something wrong. Let me explain what I'm trying to do:

This is a Work Order, the user will Select a Customer (Table Customer: Contains CustomerID and Customer Name, address, etc) from a drop down box. When they do this, I have another textbox which is designated for the Address. I would like the address to automatically populate. but its not quite working. I've tried it with the DLookup function (I entered it into the control source of the textbox). I entered the following syntax:

=DLookup("Address","Customer","CustID=" & cboCustId)

It keeps coming up with an error. I have no idea why.

Now this is just the first half. The second half I have a subform on the same main form, which lists the equipment they have on their site. The database has a number of customers with many equipment for each of them. How do I make sure that the subform only populates equipment associated with the Customer that was selected on the main form?

I hope someone is able to help me.

Thanks a lot!

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Auto-populating Table Field

Jul 16, 2012

I know auto-populating has been asked before for forms, but I am looking to auto-populate a couple of fields in a table based on an ID Number that corresponds to another table. I realize it is not the best practice to duplicate data in a DB, however, I am using an ID card program that requires tables to populate the ID card information. My hope is to have two separate tables for 2 versions of ID cards.

The first table is called Firefighter info with fields of ID Number, First Name, Last Name, and Firefight Certs, EMS Certs, and emergency contact information. The second table is called EMS Personnel with fields of ID Number, First Name, Last Name, EMS Certs, and other fields that will be entered manually. I would like the First Name, Last Name, and EMS Certs fields to auto-populate in the EMS Personnel table when the ID Number is entered. I have a relationship already listed between the two table that links the ID Numbers in both.

The Firefighter Info contains the information for all members of the department, regardless of whether they are EMS, or strictly firefighters. The EMS personnel table contains information strictly regarding to the EMS members. Thus, the ID number you are entering into the EMS table will always correspond to an existing entry in the Firefighter Info table.

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Tables :: Auto Populating A Table Field

May 30, 2013

I have the following tables:
Inquiry (This is the main table I want to populate through the use of a form)

My question refers to two columns in the Inquiry Table

The program column is populated by a drop down menu that is linked from a programname column in the Programs table.

I I want is the Group column in the Inquiry table to autopopulate based on the selected programname (There is a group column associated in the Programs table) so the form field will be autopopulated.

What I have tried is autopopulating the form (form name is Inquiries) Field called Group by using =[Program].[Column](1) in the source code of the text box. This works well, but it then does not populate the main table.

I need to either
- Learn how to populate the main table column called Group based on the form autopopulating
- Learn how to autopopulate the column Group in in the table so the form will autopopulate

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Auto Populating Sub Form

Aug 8, 2005

I’m fairly new to Access so I hope I can get the terminology correct. I’ve been working on creating a database which has a one to many relationship. With the help of the people in the table forum, I do have that working correctly, and even have a form and sub form where the data can be successfully input.

In short, I have a main item table to track my widgets. I have a reference or look up table of colors. Third, I have a relationship table that manages the one to many relationship. My main input form has all the fields that need to be plugged into the primary table. The Sub-Form is setup for continuous forms which allow me to input as many colors as I need. Again, this all works great.

Now, to go to the next level. There are times when I want to select many (lets say 8) different colors to my widgets (kept in the primary database and form). To select each all 8 colors each time is somewhat of a pain. It is my hope and intent to create a button on my sub form that would populate my subform with the static 8 colors that I want, thus bringing me down to a single click instead of 16. (1 for the drop down, 1 to select the color).

Is this at all possible? If so, can someone give me a shove in the right direction?

Structure as follows:
•Widget – Text
•Value – Numeric
•Description – Memo
•Type – Text

•Color - Text
•Description – Text

TblWidgetColorRelationship (one to many relationship)
•Widget – points to primary key in TblWidgets
•Color – points to primary key in TblColors



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General :: Auto Populating Field In Form?

Nov 20, 2013

I actually have two questions.

1. I was reviewing the Access 10 commandments and I wonder why using "lookup" is evil?

2. I am working on a db which contains approximately 14 tables. One is tblMaterialslist which contains the following fields:

ID - Autonumber
PartDescription - ShortText
PartCost - Currency
Size - ShortText

Additionally, I have a form in which I would like the "PartCost" field to auto populate when the "PartDescription" field is entered.

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Forms :: Auto Populating A Form Stops After Column (6)

Apr 13, 2013

I'm using a combo box to pull data from a table to auto populate the fields on my form. But for some reason, it stops inserting the data after city (column(6) and I can't figure out what's going on. When I run the query the data is there, if I change the order of the columns, the data shows. Here's the code:

Me.txtadjusterfname.Value = Me.cboAdjusterlkp.Column(0)
Me.txtadjusterlname.Value = Me.cboAdjusterlkp.Column(1)
Me.txtadjustertitle.Value = Me.cboAdjusterlkp.Column(2)
Me.txtadjustertype.Value = Me.cboAdjusterlkp.Column(3)
Me.txtadjustercompany.Value = Me.cboAdjusterlkp.Column(4)
Me.txtadjusteraddress.Value = Me.cboAdjusterlkp.Column(5)
Me.txtadjustercity.Value = Me.cboAdjusterlkp.Column(6)
Me.txtadjusterstate.Value = Me.cboAdjusterlkp.Column(7)

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Populating Fields/table

Jun 17, 2005

I have search the forum but dont seem to be able to find the solution i am looking for. I am hoping its because it has a simple solution .......

I have a database which records grant applications for the current year. What i also have is a table which stores all the grant applications from last year and i have a search form which the user can search to see if the applicant applied last year. What i want the user to be able to do is if the applicant did apply last year - to be able to double click on the particular applicant on the search form and populate the fields in the new applicant table, show on the new applicant form, and delete the applicant from last years table. This would save the user time because they would not have to retype name, address etc. Can someone please point me in the right direction? I seem to have a mental blank with this one.

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Nov 23, 2012

I have 2 tables tblworkdone and tbltests, both have a date field and are both subforms in a tabbed form on the main form. When I enter a date into the tbltests subform I would like the date to automatically be entered into the tblworkdone date field and create a new record so that when I move to the tblworkdone subform with the date already there.

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Mar 15, 2015

I am trying to populate fields from one table into another field in a linked table. Specifically, I have a giving table and a persons table. I have the giving table have the persons primary ID field in the giving table. I cannot seem to automatically link them if I am adding a "gift" record. The gift is a dollar amount given by that person. I have a unique primary key for each financial contribution which is supposed to be tied to a person's primary key and last name in my "person" table. Am I missing something in this design?

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Tables :: Populating Record Fields From One Table To Another

Nov 23, 2012

I have created a database which has 9 tables, the first table being the contact information, but in all tables there are fields for firstname, lastname. Is there a way when you enter the firstname/lastname fields into the main table that it can populate the same information in to the same fields in the other tables? If so how?

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Populating Fields From Another Form

Nov 28, 2005

I deal with freight carriers and each one is assigned a code. There are over 30,000 carriers so I don't want them all in my carriers table.

I have them all in a CarrierCodes table. I would like to open a form that would allow the user to search for the appropriate carrier and when they choose it would populate that data to my Carriers table.

Any help and suggestions will be appreciated.



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Populating Form Fields

Mar 21, 2006

I have a form based on a table named <Staff>. The fields in the form are StaffID, Surname, Name, Grade. What I am trying to achieve is that when a particular StaffID is selected, the other corresponding fields (Surname, Name, Grade) are filled up automatically. Could anyone assist? Thanks.John.

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Sep 25, 2013

I am trying to create the form so when the first field (Start Date) has a date selected, it limits the following field (Report Date) to the matching available data, and same with the third field (Production Division) on the previous two.

I also need the form to allow new dates / production division combinations, but not duplicate.

I starting working with a cascade function but got confused and not sure if that is where I should be headed.

I have attached 2 different formats of the same sample data.

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Seeking Advice! Populating Fields Based On Other Entries In Table

Dec 6, 2004

Last week some very altruistic folks here helped me solve a many-to-many relationships quandry, and I am hoping that there may some others out there who can help with another question.

I have a feeling this is simple, but I can't quite get my head around it, and have not been able to find it in the past forum threads, but....

I want to create a tblJobs that has information about our clients' Companies, as well as Contact. As there can be many Contacts for each Company, my current setup looks like this:

ContactID (Pkey)
Lookup_to_qryCompanies_to_Contact(shows Contact's company)

CompanyID (Pkey)
Company Name
(Client info is included as embedded table based on qryCompanies_to_Contact)

Company (from tblCompanies)
Contact (from tblContacts) (one-to-many)

In my new tblJobs, I would like to have a combo box in which I can input the company name, and then the next field will have another combo containing ONLY names of the contacts affiliated with the chosen company. (I will also eventually like to make a form that allows the same function, but am assuming that the process will be the same for updating the table trhough a form as it would be updating it directly).

Thank you for any advice!!

Blair Sly

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Beginners Question - Auto Update Fields Based On Fields In Another Table

Nov 26, 2007

I don't have any database experience whatsoever so please go easy.
I'm guessing this kind of this is extremely simple for all of you.

I'm constructing a database of network resources and devices and I'd like to automatically update the values in one field based on the values of a field in another table.

The first table is called "IP" and the fields are called "Address", "IP Type" and "Device".
The second table is called "Devices" and contains the fields "Name", "Description", "Asset Number" and "IP".

Here's an example of the tables: (ignore the "code" tag. i've only used it to align my columns properly)

XserveFile Server107203.30.144.75

AddressIP TypeDevice

What I want is for the Device field in the IP table to automatically update it's values based on the values found in the Devices table. In this case, the values that should appear in the Device field in the IP table are "Xserve" and "ProliantX".

I've searched through but haven't found a complete solution, just little pieces which I'm too inexperienced to put together myself.

thank you

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Oct 15, 2014

I am displaying records from a table on a form line after line like a spreadsheet/data sheet.

I want to do 2 things.

When the user clicks anywhere on a new row to add data I want to populate that row with some data from the row above.

I also want to protect certain fields on each line (but not all lines!)

So basically if the user is presented with

old model model number..Added

123456...................77777777................. Fred..........15/10/2014 10:11:12
77777777..................8888.................... .John..........16/10/2014 12:12:12
8888..........................6767................ .....Jack..........16/10/2014 14:11:12
6767..........................4321................ ......Joe..........17/10/2014 10:11:12

I want to protect all of the 1st 3 rows and the old model number in the last row.

When they tab or click into the new row I want the old model number populated with the new model number.

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Auto Populating A Field

Feb 18, 2008

In case my other question cant be resolved, I'd like to do a work around, but dont know how to do that either.

So, I have a form (Photos) with a field (PhotoTitle) and in the form is a subform containing a continuous form a (Sales).

This form contains invoiceno, location, customer etc... but also PhotoTitle field.

I've been trying to get it to populate based on a relationship and use that data elsewhere, but cant, so I'd then like it to.. on enter (or focus) automatically populate with the value from the main form (photos), phototitle field and put it into the sales subform phototitle field.

What is the code for doing that?


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Nov 23, 2007

I have a simple table called CUSTOMER with contact details on there...First NameSurnameDate of BirthAddress 1Address 2Address 3Town/CityCountyPost CodeemailetcI have a second table called TOWN_COUNTY_REGION that lists all the towns and cities in the UK. Each Town/City is listed with its corresponding County and Region. This table has 3 fields...Town/CityCountyRegionThe TOWN field in the CUSTOMER table is populated by the user selecting from a list of towns in the TOWN_COUNTY_REGION table. When a user clicks the town that they are in, I would like the appropriate COUNTY and REGION fields to be automatically populated in the CUSTOMER table. So, for example, if the user clicks LIVERPOOL from the list of towns and cities, Merseyside and Northwest should automatically be populated in the other 2 fields.How do I do this ??Many thanksAllan

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Dec 5, 2005


I have a form with various list boxes that display options based on a query. When options are selected the text relating to them is populated in a seperate text box at the side.

The problem im having is when I select options from the list box I want it to store the selected options in the table that holds each record when the form has been filled out and submitted. At the minute it populates everything into the table apart from the options selected from the list boxes.

Does anyone know how to do this?

Thanks in advance

Edit: I have got the control souurce of the list boxes set to the correct field in the table.

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Calculations And Populating Table From Form

Nov 3, 2004

I hope you can help - I have two simple problems and one slightly more complicated problem (bearing in mind I'm quite an Access Novice!)

Problem 1.
I have set up a simple form for a Timehsheet where the user can select a project and then enter hours worked in 7 text boxes for Mon-Sun. Then I have create a Total Text box at the end of the row. I need the Total box to Sum up the hours from the 7 boxes dynamically. How does one do this?

Problem 2.
How do I then ensure this calculated field populated the field hoursID in tblHours? (I am able to do this with a normal field, but with a calculated field, doesn't the formula go into the Controlsource field??)

Problem 3.
I plan to put this form as a sub-form into a main form 4-5 times so that a user can select 4-5 projects to enter hours against. I would like to have a SUBMIT button on the main form, so that all the calculated hours and selected projects populate the respective tables ONLY after this button is pressed.

Can this be done?

Thanks in advance!


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Aug 31, 2011

I am trying to create a main form that selects a series of values allowing the user to enter new data or edit current data (using other forms). I have a series of cascading combo boxes that populate accordingly and become visible after update. I can successfully create the series and add new data and edit data as in my code.

How to populate the junction table from the forms so for example when editing or adding a new site it not only populates the tblSites and the tblSitesContacts it also populates the tblClientSitesJunction with values from the frmSites and also cmbClients. If I use the wizard and try and add values from all 3 tables to form it doesn't work and I am not sure how to add the ClientID and SiteID manually to frmSites.

I have attached a copy of my database :

Attachment 4334

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Jun 4, 2013

I am having a table for invoicing and vouchers, and I need to have two fields that will have auto incremental numbers. How I can have two fields in the same table with autonumbers and how can I get one of them to start from a different value.

Eg. Record 1 - [inv No] 1 [Vno] 0005
Record 2 - [Inv No] 2 [Vno] 0006

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Aug 11, 2005

Hi all ... been awhile since I have had to create a database so I have gotten a little rusty. :eek:
I have a form where some of the fields I have formulated to calculate an amount. Example... =[GrossAmt]*[FeePercent] This is calculating into the form correctly but not writing to my table for that field. What am I doing wrong or missing here?

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Jun 9, 2014

I have created two tables. One table list of 100 Categories that I monitor each month. The Categories are never changing month-to month, however, each might be associated with a different client month-to-month. Presently, I am manually typing in the Client information month-to-month with information pulled from the Client's table. The Client's table has a Category Field which is populated when a Client has purchased space to use it.

In essence, I have the Category Table (Fields: Record Number; CategoryName; Client Name; beginning date the client will use the Category and Ending Date the client will stop using it). The Client's Table has a lot more fields/information but it still has the same fields as the Category Table. I am trying to be able to use the Category Table and have it automatically populate with the client who is using the Category at that time. Any Category not being used by a Client then the Query should write "Open" in the Client's name field. I have tried many different scenarios but can't seem to get it to work. I must see all 100 Categories each time I run a report. It doesn't have to say "Open" but where ever a client did not use the Category it should be left blank.

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