[mso] Re: Newbie Access Question: Create Form to Enter Multiple Records at Once

Scot--

If I understand your question correctly (and I think I do), that's not the
best way to utilize a relational database (as Access is). Rather than have
all the course info being copied to each employee's record, you would be
better off to have 1) an employee table (which you probably have); 2) a
training session table (which you may have); and 3) a go-between table.
There is a many-to-many relationship between employees and classes; in other
words, an employee might attend multiple classes, while at the same time a
class might have multiple employees. Each row in the go-between table, then,
will have *one* employee's ID, and *one* class ID -- nothing more, nothing
less.

This is actually a big part of database design, and learning a little now
will save you *big* in the future; I'd suggest you check Access help for
'many-to-many' relationships, and how best to represent them in a form or
report. You also might want to check into database normalization, which is a
method of keeping a DB happy and healthy no matter how large it ultimately
gets.

Hope this helps.

--Jim 

-----Original Message-----
From: mso-bounce@xxxxxxxxxxxxx [mailto:mso-bounce@xxxxxxxxxxxxx] On Behalf
Of Scot Jones
Sent: Monday, June 27, 2005 14:06 PM
To: mso@xxxxxxxxxxxxx
Subject: [mso] Newbie Access Question: Create Form to Enter Multiple Records
at Once

I'm working on creating (modifying actually) my first official Access
Database - a place to store training histories for our employees.  I have
one last form to create.

There are times when a group submits a training which multiple people
attended.  I'd like to have a form that would have the general information
at the top (Course/Instructor/Date/Credits, etc.) but then have a whole list
of spots where the data entry person can type in the employee's id# and have
it automatically then copy all that top info to each employee's record
(row).  

I hope that makes sense!  Thank you for any advice.

Scot


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