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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
  • 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
  • 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

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

creating multipage forms using page break
Creating Multipage Forms Using Page Break
  • 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
  • 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

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

changing tab order and tab stop
Changing Tab Order and Tab Stop
  • 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
  • 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
  • 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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