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. Anonymous
    2019-10-31T15:49:45+00:00

    I'm not sure of the term questionnaire is correct. I am attempting to create an assessment form at a medical facility.  The assessment is composed of 86 questions. The form uses a combination of drop down selections via lookup wizard (single and multiple selections) and text entries. I suppose it is a form. 

    Do I still need the workflow you posted or is there a less complicated way to tackle this?

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  2. ScottGem 68,840 Reputation points Volunteer Moderator
    2019-10-30T23:47:53+00:00

    Again, your lack of understanding about how relational databases and Access work is impeding your progress. "The main database/survey I'm attempting to build requires 86 questions that won't fit into a single form. " That's because, that is NOT how you design a survey database. A survey database requires, at least, 4 tables:

    tblQuestions

    QuestionID (PK Autonumber)

    Question

    tblRespondents

    RespondentID (PK Autonumber)

    FirstName

    LastName

    other info about respondent

    tblResponse

    ResponseID (PK Autonumber)

    RespondentID (FK)

    REsponseDatethat will allow 

    tblAnswer

    AnswerID (pK Autonumber)

    QuestionID (FK)

    ResponseID (FK)

    Answer

    With this structure you can create a main form where the user can fill in the response info, then have a subform where the questions are displayed and the user can answer them. You can then create a report that will print out the survey with the answers.

    This can be done without, though it would be much easier for the user if VBA was used.t any VBA

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  3. Anonymous
    2019-10-30T23:02:24+00:00

    The main database/survey I'm attempting to build requires 86 questions that won't fit into a single form.

    That is not how questionnaire databases are structured.  In a relational database questions and answers are each an entity type, and therefore modelled by separate tables in which each question is represented by a row in one table, and each answer by a row in another.  The relationship type between questions and answered is modelled by a further table, to which is related another table modelling the responses relationship type.  The image below is of the model for my Questionnaire demo file which you'll find in my public databases folder at:

    https://onedrive.live.com/?cid=44CC60D7FEA42912&id=44CC60D7FEA42912!169

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