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
    2019-10-29T20:56:54+00:00

    When I create a query from a table, the query duplicates record. For example, I create a form from the Client_Info table; clients Name, Phone, Address, birthday and age. I enter John Doe's info into the Form. His record is in the table but when I create a query, his record is repeated several times. 

    I was under the impression that I could create a query and a report from a single table. Are you saying I need multiple tables?

    For example:

    Table 1

    Client name

    Table 2

    Client phone number

    Table 3

    Client Address

    Table 4

    Client Birthday

    Table 5

    Client Age

    Is this how I should proceed? I thought it would be better to put the above information into one table.

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  2. George Hepworth 23,120 Reputation points Volunteer Moderator
    2019-10-29T20:43:06+00:00

    If you need to store data so that you can "... print from the form at a later time when it is complete. " you will have to use tables to store that data. That's how it works.

    I'm not sure what you mean by "...Access creates duplicate values from a table". One of the great strengths of a Relational Database Application like Access is that it allows you to create Related tables in such a way that you can eliminate redundancy, i.e. avoid duplicate values. Once you learn how Relational Database Applications work,  you'll find the task of storing and recalling data for printing to be really straightforward.

    Since we have almost no information about the kind of data to be stored, it's hard to get traction on a relevant design. But you did mention questionnaires. That is a fairly common kind of operation and you'll findan excellent example from which to learn here.

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  3. Anonymous
    2019-10-29T20:24:50+00:00

    Hi,

    Yes, ideally I would do a one-time print from the values of the form but I may have to print from the form at a later time when it is complete. 

    Since Access creates duplicate values in a query from a table, I really don't want to create additional tables to support the form. Doing so will be a nightmare in terms of sorting though the duplicate query values.

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