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
    2019-11-06T00:22:23+00:00

    The way to base a form on multiple related tables would usually be to base a parent report on one table and embed one of more subforms in the form, each based on the referencing tables, linking each subform to the parent form on the keys.  You'll find a simple example in the DatabaseBasics demo to which I referred you.  In the section on 'entering data via a for/subforms' you'll find a simple contacts form. within which is embedded an employers subform.

    The form includes a button to open a report, but in this case the report returns all contacts.  This is because it is intended to illustrate how to design this type of report, rather than restrict it to the currently selected contact.  Doing the latter would require a little VBA in the button's Click event procedure, but it is quite trivial:

        DoCmd.OpenReport "rptContacts_4", View:=acViewPreview, WhereCondition:="ContactID =" & Me.ContactID

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  2. Anonymous
    2019-11-06T00:06:55+00:00

    I've coded web sites from the ground up with HTML, CSS and javascript. There is a logic to hyper markup language that I understand and completely different from the logic of Access. It's way clunky with too many variables. Like trying to drive a car when the controls constantly move about. 

    The logic of database design make sense. The Access interface doesn't....but I will keep pushing onward......

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  3. Anonymous
    2019-11-05T23:59:26+00:00

    I'll look at the demo files. In the meantime, I know how to link a form to several tables. However, this creates a new problem because I am unable to run a query from multiple tables, or create a report. And this is where I suspect VBA comes in? I know I'm stuck on the VBA thing but it seems I take 2 steps forward and 10 back. And there isn't a tutorial that address this for new users. All the tutorials in this regard assume you are an intermediate user. Again, the logic to me is extremely counter intuitive. I wish there were a way to create a basic, simple database without all the multiple tables. 

    I suppose 300 or 400 hours into Access, I'm may be able to actually create something useful. 

    Thanks for the links. 

    DC

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