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
    2019-12-04T12:10:03+00:00

    I'm replying to your response to Ken. First the relationships window you show is OK except for Contact and Employer. Unless a Contact can have multiple Employers, EmployerID should be a foreign key in the Contacts table. 

    The City/Region/Country subform is incorrect. CityID should be on the mainform as a combobox to select a city from the City table. The subform should then be linked on CityID, the city control would then be hidden. The subform does not need to be a continuous form since a Contact would only have one City. So when you select a City from the combo, the subform would reflect the Region and Country associated with that City. 

    No VBA is required to create this form.

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  2. Anonymous
    2019-12-04T12:18:49+00:00

    1.  On my version of Access, I can only set one Field as a primary key.. Again, I don't know VBA to set two Primary Keys in the same table. 

    2.  Again, you speak of data integrity but is it possible to achieve integrity using only one table?

    1.  As Gina says, you need to select both fields in table design view, which you can do by holding down the Ctrl key and clicking on field with the mouse, and then click the Primary Key icon in the Tools area of the Design ribbon.  However, this does not create two primary keys, but a single composite primary key made up of two columns.  A table can only have one primary key, but it can be made up of one or more fields.

    You don't need to use any VBA to create the model.  It is all done visually in table design view and in the relationships window.  The form in my demo does contain code in its module, but this is secondary to the main functionality.  A form/subform like this will still work without the code, which is there to add extra functionality.

    2.  No. Such a table will inevitably contain redundancies which leave it open to update anomalies.

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  3. Anonymous
    2019-12-04T12:25:38+00:00

    Unless a Contact can have multiple Employers..................

    That's exactly the point of the subform in my demo, Scott.  It is designed to illustrate how to represent a binary relationship type in the user interface.  It's not intended as an exact solution to the OP's requirements, only as an illustration of methodologies.

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