Output individual records as PDF files

Anonymous
2019-10-29T19:10:56+00:00

My organization is using MS Word form to create a client questionnaire. Each Word doc form is saved as PDF file and stored in the Client's folder. I created a form in Access to capture and parse the questions but I cannot find a way to create and output a PDF file from Access. This requires me to repeat the entry process manually into the Word document.  My IT department won't let me roll this out to other employees because of A) the double entry issue and B) they fear other users apparently will have to learn and use VBA to output individual records.

My question is: Can Access output individual records as a printable PDF format and cannot it be done without VBA?

Microsoft 365 and Office | Access | For home | Windows

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Anonymous
2019-12-04T04:17:58+00:00

I can answer the one question...  You can set two Primary Keys by highlighting both rows and then pressing Primary Key.

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Anonymous
2019-11-21T22:31:42+00:00

David,

Me <--no degree in Computer Science.

I did have a great teacher who was a co-worker.  I learned a lot for her but more from the great help I received in newsgroups as there were no forums at the time.  If I were a beginner now I would start with Crystal's book which is free...

http://allenbrowne.com/casu-22.html

You can also go here for free Data models...

http://www.databaseanswers.org/data_models/

https://www.access-diva.com/tips.html#bmDataModels

Access is simple enough for non-technical Users but once you start getting *serious* you do need to do some reading.  And those hundreds of hours are over time with the help of the many Forums where free help is given including helping you create a data model.  So if you ever decide it's worth the time, we are here to help.

I also noticed you said you created a Form and tried to add fields from another table which sounded like it was unrelated to the record source of the Form.  Well, this can only be done when table is part of the record source.  You can create a query which can include multiple tables from which you need fields and build your form though most would just use a subform in a typical one-to-many scenario.

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  1. ScottGem 68,840 Reputation points Volunteer Moderator
    2019-12-06T14:57:34+00:00

    Thanks, Gina

    It turns out that the Client ID Foreign Keys defaulted to zeros when I created those fields.

    Microsoft, making simple complicated since 1985.

    DC

    Yes, that is the way it works. If you add a field to an existing database, the field fills with the default value. If the field you are adding is a foreign key, you need to do something immediately to populate that field otherwise you get the message you got. Usually this is done via a query.

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  2. Anonymous
    2019-12-06T14:49:54+00:00

    Thanks, Gina

    It turns out that the Client ID Foreign Keys defaulted to zeros when I created those fields.

    Microsoft, making simple complicated since 1985.

    DC

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  3. Anonymous
    2019-12-06T05:12:11+00:00

    David,

    That error means that there are Client ID's in NE06 Family (FK) table that are not in the Client Basic table.  So you are missing some Client ID's OR you have zeros in the Client ID field where it should be blank which in effect is an orphaned record.

    You also should stay away from Look-up Fields in tables.  You will get unexpected results in queries and reports.  When you want to see the Name instead of the ID you can use a query and put both tables in it.

    As a side note, you'll be wanting to remove all spaces and wildcard characters from your field names.  Makes it so you have to bracket everything and believe me you'll get tired of that pretty quick.  It's a field name, you know it's a question so no need to put the question mark.  I'd remove those underscores as well, just an extra key to type., use CamelCase.  That said, all in all your tables look pretty good.

    To reply to your statement about this database you are building being to complicated.  Nope, no where near to complicated and definitely not more than Access can handle.  I have databases handling lab testing, as well as, manufacturing with more tables then I care to admit.  I would need a plot printer to print the relationships on one piece of paper.

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