Field Value Based On Other Fields

Nov 30, 2005

Here is what I am trying to do.

I have a table with routes that tell me which carrier to use. This is based on from what state to what state it is traveling as well as the service lever (next day, standard, etc.)

How would I code for the value in the carrier field to populate based on the state and service level values entered.

Should I write a query to get the results? Or should it be code in an event on a particular field?

Whichever way works, any ideas on how to get started?



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Update Field Based On Other Other Fields

Jan 5, 2006

drvRegion either contains "EUROPE", "AMERICA" , "ASIA" or is NULL.

if drvOrderSource="Whatever" THEN update drvRegion with "EUROPE", "AMERICA" , "ASIA"

Right now I'm getting a circular reference error :/

please advise. Thank you.

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Feb 27, 2008


I have a table that is used for project progress. One of the fields is named "Completed". I would like to know if it's possible to auto fill the data in the "completed" field based on three other fields within the same table.

ex: If field 1 = Yes, and field 2 = Yes, and filed 3 = Yes, then field "completed" = Yes

I'm open for any ideas, I'm new to access and am not sure how to get this started.


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Automatic Field Entry Based On Several Fields

Mar 16, 2008


I am an amature with databases and a bit rusty too. Can anyone help me with this problem?

basically I want to automatically enter a unique asset code for one table that is based on product and manuafacturer's codes from other tables

e.g. for audio visual eqipment

The first table would be a manufacturers table with the manufacturers code as the primary key e.g. JVC, HTC (hitachi), SHP (sharp) etc

The second table would be a product table with the product code as the primary key e.g. AMP, DVD, LCD (lcd tv) etc.

( i would also have a customer table and an asset repair table)

In my asset table I would like to enter an asset code as the primary key of the type JVC-DVD-001, JVC-DVD-002, HTC-LCD-001 etc by looking up codes from the other tables and then adding the last number.
(Ideally once the manufacturer's code has been selected only the product codes for products made by that manufacturer would be displayed).
(Also it would be ideal if referential integrity could be set up so that the asset code components can only contain valid manufacturer and product keys.)

The asset code cannot be a compound key as I want to have a repair records table in which the asset code is entered as a single field with referential integrity to the asset field in the asset table.

When entering repairs I would like the lookup field to display only the assets belonging to a particular customer.

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Auto-filling Fields Based On Another Field

Dec 7, 2004

hi all...

i am the biggest of all newbies when it comes to access and understand only the graphical parts of the process (no SQL knowledge etc.).

how would i go about auto filling a certain field based on what's in another field? for example, i have a field called TimeZone that i want filled with either West, East, Central, or Mountain based on another field for State. can i build a query to automatically take care of any empty fields for TimeZone that haven't already been filled out by me manually?

if i need to use SQL, that's fine too as long as the directions are clear and precise as i have no prior knowledge.

thanks a bunch.

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May 1, 2014

The database I am building is for Student & Alumni administration at a non-profit culinary school. In the various forms for entering student information and for defining tests and recording test scores, I would like to not have to re-select things like Class Number or Test number.

I was able to use the Test Number field as Link Master, Child in a Test Results sub-form where Test Parameters is the Master form. But I am not able to link with the Class Number, getting the error message: "The setting you entered isn't valid for this property" even though it is one of the Suggested Link Fields. The form record source is a query linking the Class Table, Test Parameters, Test Results and Students.

I noticed that I can eliminate both Class Number and Test Number from the sub-form. In the underlying query, both these fields are updated. However, the underlying Test Results table does have the Test Number but not the Class Number. While there is still a "queryable" link from the student to the Class Number, I would very much want the Class Number to be stored in the Test Results table.

Is there a way to accomplish this through the sub-form Link Master/Child property or any other/better way to inherit both the Class Number and Test Number in each Test Results record entered?

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I'm Sure This Is Very Easy: Update Multiple Fields Based On One Field...

Jul 26, 2006

I promise I have searched, but I hav spent 10 minutes reading through posts that are unrelated...

What is the code to have multiple fields updaterd based on what is input into a field?


A ZIP Code Field, which updates City & State on the form when entered. (I have a table that has over 39,000 ZIPs w/ City & State already there)

I have several applications for this, but if someone could explain this use to me, I will be able to figure it out.

Thanks a million!!!

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Apr 18, 2007

I have an Access database with several tables and a multitude of subforms which are displayed on a single master form. The subforms are used to facilitate data entry. In several of the tables there are fields which are related and I would like to have some of these fields updated based on the results entered in the related field (i.e. the answer for one field depends on the other).
Field 1Field 2

Field 1 is a simply a description of the basic dataset. This field is already set-up on form as a combo box that allows the user to choose one of three options. Field 2 is a code number used by another piece of software to identify a particular symbol. It is a new field being added to the database. There are 200 codes that identify a wide range of symbols for different types of data and I donít want to have to look them up when I, or my assistants, are doing data entry.

My question is this; is there anyway to have the DISC_CODE value, Field 2, automatically entered in the table when the value for Field 1 is selected in the combo box on the form?

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Jun 5, 2013

I'm making up a stock system for the independent jewellers I work for. Each stock pattern needs an individual code which can quickly be recognised read as tickets are often taken off the jewellery and can be mixed up easily. To this end we categorise based on two criteria:

1. Material
2. Type

At the moment these are as follows:


0Base and Miscellaneous


IDStock Type
0Previously Owned
5Bracelet or Bangle
9Gift, Clock or Miscellaneous

So if I had three pairs of silver earrings I want the first to be No. 161, the next 162, the next 163. If I had three Gold Bracelets I'd want them No. 251, 252, 253 and so on...Material and type are both selected form separate Comboboxes on a form.

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Jan 18, 2015

I have the query below that return a table like:

PLOTNR; period,Value, ID, Basal_area/ha, Basal_area/ha, perc_BA_sp

What I want to is to add another field that rank the perc_BA_sp by PLOTNR descending (thus highest perc_BA_sp values rank one etc.)

1 AS period,
([Q:INV1-Basal_area_plot-spp]![Basal_area/ha]/[Q:INV1-Basal_area_plot]![Basal_area/ha])*100 AS perc_BA_spFROM[Q:INV1-Basal_area_plot-spp]


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Aug 4, 2015

I'm trying to lock certain fields on my form based on the value in a particular field. It seems to work the first time but applies itself to all other records in the database from then on!

The starting point is a command button that sends an email and makes Me.DPLLock = 1. The corresponding table entry is formatted as a number.

The code is...

Private Sub Form_Current()
If Me.DPLLock = 1 Then
Me.OR_Name.Locked = True
Me.OR_Sales_Order.Locked = True
Me.OR_WO_No.Locked = True
Me.OR_Qty.Locked = True

[Code] ....

Ive tried Me!DPLLock with the same result.

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May 27, 2013

I have a table form (I want to have many records available in the screen)

I want to disable fields based on a value of another (main) field.

The fields are check boxes, so the automate formatting is not available.

I use the VBA code below:

Select Case name1
Case "POINT"
Me.sf1.Enabled = False:
Me.sf2.Enabled = False
Case Else
Me.sf3.Enabled = False
End Select

but the fields become disable to all records, not only to the records under the right condition. Why?

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Jun 3, 2013

I have a field called uniqueID which I would like to update based on 2 other fields that are already populated in my recordset (from running previous queries). I heard it is not possible to do an Update Select like shown below.

select max(uniqueID) from myTable where a = "value of field a from first record in record set" and b = "value of field b from first record in record set"

If it is true that I cannot do an Update Select then I am trying to do something in VBA. How can I Loop each row in the record set and store the values from fields a and b. I would obviously then need to pass those values into the sql above and store the result in a variable. I would then do a straight update to put the value of uniqueID into myTable.

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Jul 18, 2013

I have a Customers table and an Orders table. My Customers table is a bit different than the norm because I couldn't figure out any other way to do this.

My client's customers are either businesses (companies) with a contact person, or individual customers. So, in the Customers table, I have the following fields (there are others but do not apply to my problem):

Customer ID

So, if it is a company the data entry person would enter the company name and the full name (EX: Doe, John) in the contact field, but if it is an individual customer, then they would leave Company and Contact blank and enter just the Customer name (Ex: Doe, Jane).

So, in the Orders table, I have combo boxes for look ups for the fields Company and Customer.

That works okay, but I would really like for the Customer ID to post into a text box once the Company or Customer has been selected. In other words, the input person would enter the name, then it would show that Customer's ID #.

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General :: Make A Field Based On Data From Multiple Other Fields

Feb 19, 2013

Let's say I have a table called "Courses" which among other things has "Completed"(Yes/No) and "Category"(Text).

Now, there also another table "Progress" which has similar columns.

I want Progress.Completed to reflect if all courses of the specified category have been completed.

How would I do that? I'm new to access ...

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Feb 27, 2015

I am working on form where the user selects either "IN" or "OUT" from a dropdown of field name "CheckOut" in Frm1.

If they select "OUT" they will in turn need to fill in 2 additional fields. When they change the value back from "OUT" to "IN",

I want those other fields to be cleared of data for just this record so next time they change back to "OUT" from "IN" those 2 additional fields are already blank.

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Feb 6, 2014

I am new to MS Access, and am not sure if what I want to do is even possible. It is my understanding that comparing subsequent cells within a field in a database cannot be done- so I thought I'd see if there is a way to go around it.

I have a dataset for pedestrian activity, with over 3 million rows and 40 columns - too big for excel to handle.

I need to sort the entire dataset by 2 fields, following which I need to search down the field containing my pedestrian ids (numbered 1, 2, 3... till approx 10000), and when my ped id changes from one to the next, I need to check the value in a field showing the ped location, and if that matches with the ped's previous location, I need to copy out a cell corresponding to the previous cell's time stamp. If it doesn't match, I need to copy out another time stamp from another field.

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Jun 27, 2013

I am wanting to grey out/disable a field on a form based on entries in two other fields being the same. One of these fields that contains the data to be referenced in on a sub-form.The form is called 'Payment_Information-Form', the field to be greyed out/disabled is called 'SUF A Paid?'

The fields that are being referenced are: 'Set up fee in s (SUF) Recrt Restriction A <=' which is on the main form, and 'SUF_Letter' which is on a sub-form (within the main form). The sub-form is called 'Costings_11_Previously_Paid_SUF subform'.If 'Set up fee in s (SUF) Recrt Restriction A <=' equals 'SUF_Letter' then grey out.I tried the following formula in both the On Current and After Update sections but it hasn't work.

=IIf([Forms]![Payment_Information-Form]![Costings_11_Previously_Paid_SUF subform].[Form]![SUF_Letter]=[Set up fee in s (SUF) Recrt Restriction A <=],[SUF A Paid?].[Visible]=True,[SUF A Paid?].[Visible]=False)

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Apr 16, 2012

I have a database in which we are trying to have a field "Headcount" automatically fill with the correct value based on information in multiple fields. The "Headcount" field will be based on about 6 or 7 rules. Most of the rules i can figure out, but im having trouble figuring out what the best way would be to search for a single individual's projects when they are on more than one project at a time. I thought about using a counter of sorts to count how many projects someone was one, but how do I pick them out of the entire table once i have found out the number of projects? Would a for loop work best or just many if statements?

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Aug 31, 2006

My situation is this. I have 3 tables that I have imported from my mainframe system, between these 3 tables I have the data of product code, description,supplier code, supplier name, order method, and ABC code.

I am trying to create another table that I can capture daily Out Of Stock data for products.

What I would like to do is to enter the product number in the first field of my new table, and then the remaining fields will auto populate with the correct details based on the product data stored in the parent tables that I have imported.

How can this be done?

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Sep 9, 2013

How to disable fields in Access based on data entered in a previous field? For example if "yes" is chosen from a drop down show "Date field" if "no" is chose hide "Date Field".

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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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May 17, 2007

I have main form and that has one sub-form , this Main form governs/determines the data in the sub form.

This Sub form ( DataSheet Mode) has approximately 130 columns and based on the Main form criteria only ~ 20 columns has to be filled.

What I want to do is based on the main forms criteria I want to show only the columns that are applicable to main form criteria.

If I use Columnar or Tabular single form for the Sub Form I am able to hide the fields that are not required BUT IT LEAVES A SPACE/GAP on form ( for the hidden fields that are not required)

Private Sub Form_Load()
If Forms!frmShowPIforActiveAndCanAddNewPI!FrmSubFrmFi lterProductInformationPerFMT!CASETIF = True Then

Me.CASETIF.Visible = True
Me.CASETIF.Visible = False
End If
End Sub

And If I use DataSheet and hide ( visible = no) a particular filed it still shows up in Sub Form

Is there a way to Auto-Re Arrange all the fields in the sub form so that the hidden ( visible = no) fields no not leave gap

Or is there a way by VBA program to select fields ( Columns) from a table to be displayed on a sub form based on a criteria


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Jun 28, 2015

I have a query that creates counts of fields based on the data in other fields, basically it tells me that in a table there are two entries with value ABC????? and three of DEF????? , the query works perfectly.

When I create a form to display this data and base the form on the Query I keep getting a message box asking for the ID (key field) from the base table.

If I type * in the box (to denote all values) and press enter I get the results expected.

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Nov 18, 2013

Basically in my order details table i have the following fields


At the moment i have the Product field with a dropdown that gives me all the products from my ProductT. But once i choose the correct product in the unit field it gives me all the possibilities of every product not just the units associated with that product. ie

Grasshopper Box1000 Adult
Grasshopper Box1000 Subadult
Worm 10pz Big

When I select the grasshopper product and move on to the unit field i also get "10pz" option but this is not a product available.

How do i set up validation of the fields Unit and size based on another fields data?

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Adding Fields Based On Values In Other Fields

Jun 6, 2007


I am creating a small database to house results of certain tests. Is there a function in access that allows me to add fields if a result is out of the specification required. In other words I still need to record the out of spec results but I also need more fields to appear for the next lot of results to be entered, for example.

When cooking a batch of product I need to test the pH at the 30 minute mark if the pH is too low I will continue cooking the product for another 30 minutes and then test the product again. The cook time is not a constant so I never know how many samples are required, therefore I don't know how many fields i would need in advanced.

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