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Collecting Data for Well-Designed Forms. Chapter 4. “Making good decisions is a crucial skill at every level.” —Peter Drucker. Chapter Introduction. Automate process of acquiring data needed for day-to-day operation of business Forms can show only one record at time

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Collecting data for well designed forms

Collecting Data for Well-Designed Forms

Chapter 4

“Making good decisions is a crucial skill at every level.”—Peter Drucker

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Chapter introduction
Chapter Introduction

  • Automate process of acquiring data needed for day-to-day operation of business

  • Forms can show only one record at time

    • Provide many advantages to database users

    • Flexibility for users and designers

  • Consist of one or many pages

  • Design all forms in a database to create consistent look and feel

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Designing forms for efficient data entry
Designing Forms for Efficient Data Entry

  • Electronic form

    • Object used to enter update and print records

    • Present records in format that makes data easy to enter and retrieve

  • Guidelines for designing electronic forms:

    • Provide meaningful title

    • Organize fields logically

    • Use appealing form layout

    • Include familiar field labels

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Designing forms for efficient data entry continued
Designing Forms for Efficient Data Entry (continued)

  • Guidelines for designing electronic forms:

    • Be consistent with terminology and abbreviations

    • Allow for convenient cursor movement

    • Prevent and correct errors

    • Include explanatory messages for fields

  • Before creating form in Access

    • Sketch on paper

    • Verify database integrity

    • Test tables and relationships

    • Examine and enter sample data

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Comparing a well designed form with a poorly designed form
Comparing a Well-Designed Form with a Poorly Designed Form

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Verifying database integrity
Verifying Database Integrity

  • Accurate data

    • Major goal in every database

  • Errors can be prevented by the design of database

    • All IDs created with AutoNumber field type

    • Prevent manual entry of these fields

  • Examine each table in design view

    • Verify that field properties in place

  • Test

    • Format masks

    • Relational integrity

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Examining and entering data
Examining and Entering Data

  • Enter data into records using

    • Table’s datasheet view

    • Using form that includes fields from one or more tables

  • Most Access database applications use forms for data entry

    • After database released for regular business use

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Creating simple forms for data entry and editing
Creating Simple Forms for Data Entry and Editing

  • Access provides many ways to create forms

    • Options for creating simple forms

      • AutoForm wizard

      • Form wizard

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Creating a form using an autoform wizard
Creating a Form Using an AutoForm Wizard

  • Click new object AutoForm button

    • On table datasheet toolbar

  • Access creates form by

    • Arranging all fields in table in columnar format

    • Displays first record in form window

    • Converts subdatasheet into subform

  • Move from one field to next

    • Press Tab key

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Creating a form using an autoform wizard continued
Creating a Form Using an AutoForm Wizard (continued)

  • Move from one record to another

    • Click buttons on navigation bar at bottom of main form

    • Data in subform changes

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Using the form wizard
Using the Form Wizard

  • Specify field order

  • Specify particular layout and style for form

  • New form dialog box

    • Click Forms button on Objects bar

    • Click New button on Database Window toolbar

    • Click Form Wizard

      • Select table

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Starting the form wizard
Starting the Form Wizard

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Select the fields you want to show on the form
Select the Fields you Want to Show on the Form

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Developing a consistent user interface
Developing a Consistent User Interface

  • Forms in database share same design

    • Present consistent user interface

    • Users learn how to use forms once

      • Apply what they learn to all forms in database

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Frmcustomer in design view
frmCustomer in Design View

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Examining a form in design view
Examining a Form in Design View

  • Record source

    • Underlying object

    • Provides fields and data in form

  • Bound form

    • Displays data from fields in record source

    • Type for data-entry forms

  • Unbound forms

    • Do not have record source

    • Designed to help users navigate through database

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Examining a form in design view continued
Examining a Form in Design View (continued)

  • Link form to record source

    • Using design elements called controls

  • Work with form in design view

    • Manipulate controls

  • Place control on form

    • Use toolbox toolbar

  • Detail section for main body of form

    • Displays records and contains all bound controls

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Controls for forms
Controls for Forms

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Toolbox tools for forms
Toolbox Tools for Forms

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Toolbox tools for forms1
Toolbox Tools for Forms

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Important buttons on the form design toolbar
Important Buttons on the Form Design Toolbar

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Blank form in design view with typical sections
Blank Form in Design View with Typical Sections

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Examining a form in design view1
Examining a Form in Design View

  • Form header

    • Displays information that always appears on form even when records change

    • Top of screen

  • Form footer

    • Displays information that always appears on form

    • Bottom of screen

    • Often contain

      • Instructions for using form

      • Buttons to perform actions

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Examining a form in design view continued1
Examining a Form in Design View (continued)

  • Page headers and footers

    • Display information at top or bottom of every page

    • Appear only when printing form by default

    • Headers

      • Useful for column headings dates, and page numbers

    • Footers

      • Display summaries and page numbers

  • Grid

    • Form background

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Customizing the style of a form
Customizing the Style of a Form

  • AutoFormat

    • Predefined design to apply to form

    • Includes

      • Styles

      • Options such as font, color, and border

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Adding a title to a form
Adding a Title to a Form

  • Open or enlarge form header or form footer

    • Drags bottom of section bar to increase height of section

    • Use label to create header/footer

      • Adjust label properties

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Saving a custom style as an autoformat
Saving a Custom Style as an AutoFormat

  • Open AutoFormat dialog box

    • Click customize button to create AutoFormat

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Level 1 summary
Level 1 Summary

  • Forms provide easy to use interface

    • Normally used in production databases to access/edit data

  • Create using

    • AutoForm wizard

    • Form wizard

  • Use AutoFormats to customize form appearance

    • Create custom AutoFormats

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Level 2 objectives creating forms that use fields from more than one table
Level 2 Objectives:Creating Forms that Use Fields From More than One Table

  • Create multitable forms

  • Improve navigation on forms

  • Control form printing

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Adding a subform to an existing form
Adding a Subform to an Existing Form

  • Subform

    • Form embedded in another form

  • Primary form

    • Called main form

    • Underlying table usually has one-to-many relationship with table underlying subform

  • Main form and subform linked

    • Subform displays only records that related to current record in main form

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Adding a subform to an existing form continued
Adding a Subform to an Existing Form (continued)

  • Use Wizard to create subform

    • Access automatically synchronizes main form with subform

    • Only if tables containing fields for form related

    • Subform must also have field with same name or compatible data type and field size as primary key in table underlying main form

  • Main form can have more than one subform

  • Subform can also contain another subform

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Modifying the form layout
Modifying the Form Layout

  • Select control

    • Eight handles appear on corners and edges

    • Upper-left corner is move handle

    • Other seven handles called sizing handles

      • Resize control

  • Move text box and attached label together

    • Select text box

    • Move pointer to anywhere on border except on move handle or sizing handle

    • Pointer changes to hand shape

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Modifying the form layout continued
Modifying the Form Layout (continued)

  • Labels

    • Move with text field or independently

    • Edit text

    • Resize

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Creating a form from a query
Creating a Form from a Query

  • User view

    • Custom form that shows only fields particular user wants

    • Might or might not be used for data entry

    • In some cases fields may be locked so all user can do is look at data

  • Use Form Wizard to create form based on query

    • Access asks which table to view results by

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Creating a form from a query continued
Creating a Form from a Query (continued)

  • Prevent editing

    • Set form properties to No

      • Allow edits

      • Allow deletions

      • Allow additions

      • Data entry

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Adding command buttons to a form
Adding Command Buttons to a Form

  • Command buttons

    • Users click to perform common tasks

  • Access provides collection of command buttons

    • Associated with actions

    • Can contain

      • Text

      • Standard icons available from Access

      • Graphics

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Adding command buttons to a form continued
Adding Command Buttons to a Form (continued)

  • Create

    • Using Command Button Wizard

    • By adding button to form then setting properties

  • Be consistent when creating command buttons

    • Location on form

    • Order

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Command button options
Command Button Options

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Adding an unbound graphic to a form
Adding an Unbound Graphic to a Form

  • Insert image

    • Click image button on toolbox toolbar

    • Inserts graphic into form header

    • Move and resize as needed

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Exploring other form properties
Exploring Other Form Properties

  • Open property sheet for form

    • Right-click form selector button in upper-left corner of form

    • Click properties on shortcut menu

  • Common reason to use form properties

    • Decide to base form on different record source from one used to create form

  • When using form to add data to underlying tables

    • Be sure to include primary and foreign key(s) fields in form

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Common form properties
Common Form Properties

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Common form section properties
Common Form Section Properties

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Controlling form printing
Controlling Form Printing

  • Control form’s vertical spacing on printed page

  • Include date and page number

    • Using Access-provided functions

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Printing a selected record in form view
Printing a Selected Record in Form View

  • Print preview button

    • Preview form

    • See how it will print

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Level 2 summary
Level 2 Summary

  • Add subform to existing form

  • Modify form layout

  • Create form from query

  • Create command buttons

  • Modify form properties

  • Print form

    • Use print preview

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Level 3 objectives creating forms for completing daily business tasks
Level 3 Objectives:Creating Forms for Completing Daily Business Tasks

  • Improve usability of forms

  • Place calculations on forms

  • Develop advanced forms

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Improving the usability of forms
Improving the Usability of Forms

  • Use form controls

    • Speed up process of locating particular record

  • Include calculated control in form

  • Create multiple-page forms

  • Create forms with multiple subforms

  • Learn about tab order

  • Control focus in form to skip unbound controls

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Locating a record quickly
Locating a Record Quickly

  • Find tool

    • Click field to search for particular value

    • Open find and replace dialog box

    • Enter value to match

    • Access searches for records that contain same value in selected field

  • Combo box

    • Displays list of values

    • Users select one from list

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Ways to locate a record
Ways to Locate a Record

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Locating a record quickly continued
Locating a Record Quickly (continued)

  • Use Control Wizard to add combo box to form

  • Focus

    • Indicates control currently active and ready for user action

  • Combo Box Wizard

    • Provides three options for listing values in combo box

      • Look up values in table or query

      • Let users type value

      • Let users select value that Access matches to find record

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Sorting the contents of a combo box for locating a record
Sorting the Contents of a Combo Box for Locating a Record

  • Access sorts contents of combo box

    • Based on default sort order of record source

  • Use control’s property sheet to specify sort order for record source

  • Row source property

    • Indicates how Access should provide data to combo box

    • Provides build button to open SQL query builder window

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Adding a calculation to a form
Adding a Calculation to a Form

  • Include calculated field on form

    • Create field in query

    • Use query as record source for form

    • Or add an unbound control that contains calculation directly to form

  • Create unbound control

    • Text box button

    • Enter calculation

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Streamlining the main pharmacy processes in a complex form
Streamlining the Main Pharmacy Processes in a Complex Form

  • Process analysis

    • List steps and substeps employees perform

    • Indicate which database objects used to complete each task

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Step 1 registering new customers or confirming customer identity
Step 1: Registering New Customers or Confirming Customer Identity

  • Usually completed by technician

  • Uses command button wizard to add two command buttons to open associated forms

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Step 2 filling and refilling prescriptions
Step 2: Filling and Refilling Prescriptions Identity

  • Started by technicians

  • Pharmacist must check for

    • Drug interactions

    • Confirm instructions and dosages

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Creating forms with many subforms
Creating Forms with Many Subforms Identity

  • Arrange fields in logical groups

    • According to how employees most often use them

  • Click subform/subreport button

    • Start subform wizard

  • Prevent data errors

    • Change properties of subform so it does not allow edits, deletions, or additions

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Completed frmprimaryactivity with three subforms
Completed frmPrimaryActivity with Three Subforms Identity

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Creating multipage forms using page break
Creating Multipage Forms Using Page Break Identity

  • Too many fields to fit comfortably on one screen

    • Continue form onto additional page

    • Place page break in form

    • Page up or page down key moves from page to page

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Creating forms using tab controls for multiple subforms
Creating Forms Using Tab Controls for Multiple Subforms Identity

  • Tab control

    • Add multiple subforms to form in compact way

    • Each subform has tab at top

      • Layered one on top of other

    • Add first tab by clicking tab control button

    • Add additional tabs by

      • Right-clicking blank spot in tab control

      • Clicking insert page

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Form with tab controls
Form with Tab Controls Identity

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Changing tab order and tab stop
Changing Tab Order and Tab Stop Identity

  • Form created with AutoForm or Form Wizard

    • Places fields in order they appear in table design

  • After fields rearranged for more logical data entry

    • Form needs modification to arrange order of movement through fields

    • Called tab order

  • Test each form by

    • Opening form

    • Pressing tab key to see if cursor stops in each field in appropriate order

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Level 3 summary
Level 3 Summary Identity

  • Locate records using

    • Find tool

    • Combo box

  • Add calculations to forms

  • Create forms with multiple subforms

  • Tab canvas

  • Set tab order

    • After modifying field order on form

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


Chapter summary
Chapter Summary Identity

  • Forms provide easy to use interface

  • Create using Wizards

  • Use subforms to display related data

  • Create form from query

  • Create command buttons

  • Create forms that display large amount of data

    • Multiple subforms

    • Multiple pages

    • Tab canvases

Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach


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