ACC1x: Two Ways to Edit Forms Without Adding New Records
ID: Q103256
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The information in this article applies to:
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Microsoft Access versions 1.0, 1.1
SUMMARY
This article demonstrates two methods for creating a form to edit data
without adding new records.
The first method uses a macro to move the insertion point to the last
record when you try to go to a new record. The second method uses a query
that makes it impossible to add a new record and also prevents a blank new
record.
MORE INFORMATIONMethod 1: Macro Method
- Create a new macro called EditOnlyMacro:
Condition: Action
----------------------------------------------
[Product ID] Is Null DoMenuItem
Menu Bar: Form
Menu Name: Records
Command: GoTo
Subcommand: Last
- Open the Products form in Design view. In the OnCurrent property,
add the name of the macro that you created above.
Method 2: Query Method
Editing the Products Table Without Adding New Records:
This example makes it possible to edit records in the Products table
without adding any new records. The Categories table is the "one" side
(also called the "parent") and the Products table is the "many" side of
this one-to-many relationship. The linked field, Category ID, is from the
Categories table.
If the table in which you want to edit records is not on the "many" side of
the one-to-many relationship, one method you can use to create a parent
table is shown below:
- Create a new query called EditOnlyQuery:
Type: Select Query
Join: Categories.[Category ID] <-> Products.[Category ID]
Field: Category ID
Table: Categories
Field: Product ID
Table: Products
Field: Supplier ID
Table: Products
Field: Product Name
Table: Products
Drag the rest of the fields down from the Products table
NOTE: The Category ID field is from the Categories table, not the
Products table.
- Open the Products form in Design view. Change the RecordSource
property of the Products form from Products to EditOnlyQuery.
Editing the Categories Table Without Adding New Records:
The above method depends on using the ID field of the parent table in a one-
to-many relationship. If the table you want to edit does not have a parent
table, you can create one. For instance, if you want to edit data in the
Categories table, but not add new records, do the following:
- Create a new table called NewParent as follows with one primary key
field:
FieldName: ID
DataType: Number
FieldSize: Byte
- Save the table, then switch to Datasheet view.
- Type 1 in the first record, then close the
table.
- Open the table that you want to edit in Design view, and add the
following field:
FieldName: EditOnlyJoin
DataType: Number
FieldSize: Byte
- Now type 1 in every record. Hint: Use an
update query to do this.
- Establish a relationship between the NewParent table and the
Categories table. The NewParent table is the "one" side and the
Categories table is the "many" side of the one-to-many
relationship. (In the Database window, choose Edit Relationships
from the Edit menu to establish the relationship.)
- Add the NewParent and Categories tables in a query (see Method 2
above). Be sure that this new query has the ID field from the NewParent
table and does not have the EditOnlyJoin field from the Categories
table.
Additional query words:
Forms
Keywords : kbusage GnlDe
Version : 1.0 1.1
Platform : WINDOWS
Issue type : kbinfo
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