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
    2019-10-29T22:06:35+00:00

    Well, if you are generating a query that produces duplicate rows, then we need to see the SQL for that query. Because there is no reason a query on a single table would produce duplicates unless there were duplicate records.

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  2. Anonymous
    2019-10-29T21:59:28+00:00

    I understand how to create tables, forms, queries, and reports. I definitely don't have duplicate entries. Maybe the form is creating duplicate entries even though they don's show up in the table. Should I not use a form? I ran the "Find Duplicates Query Record." I didn't show any duplicates. Do I need VBA to eliminate duplicates? 

    Addendum: Access has difficulty accommodating drop look down lookup's with multiple selections when using Blank Form design. The further I go with Access, the more bugs I encounter. Is there a list of bugs and compatibility issues. Eg, adding a Button corrupted my database, or don't attempt to use Look Up's with multiple selections using the Blank Form.

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  3. ScottGem 68,840 Reputation points Volunteer Moderator
    2019-10-29T21:45:24+00:00

    You are saying things that don't make sense to use because you don't seem to understand how to use Access. For example: your statement about a query creating duplicates. To use your example of a client table, your client table should look like this at a bare minimum:

    tblClient

    ClientID (PK autonumber)

    Firstname

    Lastname

    StreetAddress

    City

    State

    ZipCode

    Phone

    DOB

    Now if you were to create a query from this table it would look like this:

    SELECT Firstname & " " & Lastname AS Client, StreetAddress, City, State, Zip, Phone, DOB, 

    DateDiff("yyyy",[DOB], Date()) + (Date() < DateSerial(Year(Date()), Month([DOB]), Day([DOB]))) AS Age

    FROM tblClient;

    This query would not result in duplicate rows unless you had duplicate entries in the database.

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