Form doesn't show all records (1 Viewer)

pstraszynski

Paul Stras
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Hello Everyone.

In my Access 2003 application, there is a form that users enter data into. We also have an automated process that loads data into the database. All of this loaded data is visible in the table view, but not all records are visible in the form. Why?

Any leads are appreciated.
Paul S.
 

PNGBill

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Does the form have a filter attached to it in one of the properties?

If the form Record Source is the Table and no filter, then you should see all records but if the record source is a query then the query could be the issue and not be selecting all records.
Check the query by itself and see how many records it selects.
 

missinglinq

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Also, if you're importing the external data while the form is open, you'd have to Requery the form for the new data to show.
 

pstraszynski

Paul Stras
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That's it! Record Source had a query and there was also a filter. I had to find the right "Properties" window.

Thanks to PNGBill.
 

captain01

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Does the form have a filter attached to it in one of the properties?

If the form Record Source is the Table and no filter, then you should see all records but if the record source is a query then the query could be the issue and not be selecting all records.
Check the query by itself and see how many records it selects.

I'm having the same problem as pstraszynski here but the fix you suggested didn't work for me. my tables have 11 records but only 6 are showing on the form
 

Frothingslosh

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Is the form's record source a query or a table?

If it's a query, check to see if it has criteria that are filtering out results.
 

jdraw

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Show us the code. Post your database in zip format since you don't have 10 posts. remove / hide anything personal/confidential first.
 

captain01

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this is the file. it wouldn't upload the archive
 

Attachments

  • Database51.accdb
    1.5 MB · Views: 84

jdraw

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Here is your form's recordsource in a formatted view:

Code:
SELECT [Mother's Information].[Student ID#]
	,[Students details].[Student ID#] AS [Student ID#_Students details]
	,[Students details].[Last Name]
	,[Students details].[First Name]
	,[Students details].[Middle Name]
	,[Students details].Gender
	,[Students details].[Date Of Birth]
	,[Students details].Age
	,[Students details].Nationality
	,[Students details].[Entry Grade]
	,[Students details].[Date Enrolled]
	,[Students details].Street
	,[Students details].City
	,[Students details].Parish
	,[Students details].[Student Picture]
	,[Mother's Information].[Last Name] AS [Last Name_Mother's Information]
	,[Mother's Information].[First Name] AS [First Name_Mother's Information]
	,[Mother's Information].Nationality AS [Nationality_Mother's Information]
	,[Mother's Information].Street AS [Street_Mother's Information]
	,[Mother's Information].City AS [City_Mother's Information]
	,[Mother's Information].Parish AS [Parish_Mother's Information]
	,[Mother's Information].Occupation
	,[Mother's Information].Employer
	,[Mother's Information].[Home Phone]
	,[Mother's Information].[Mobile Phone]
	,[Mother's Information].[Work Phone]
	,[Mother's Information].[email address]
	,[Mother's Information].ID
	,[Mother's Information].[ID#]
	,[Father's Information].[Student ID#] AS [Student ID#_Father's Information]
	,[Father's Information].[Last Name] AS [Last Name_Father's Information]
	,[Father's Information].[First Name] AS [First Name_Father's Information]
	,[Father's Information].Nationality AS [Nationality_Father's Information]
	,[Father's Information].Street AS [Street_Father's Information]
	,[Father's Information].City AS [City_Father's Information]
	,[Father's Information].Parish AS [Parish_Father's Information]
	,[Father's Information].Occupation AS [Occupation_Father's Information]
	,[Father's Information].Employer AS [Employer_Father's Information]
	,[Father's Information].[Home Phone] AS [Home Phone_Father's Information]
	,[Father's Information].[Mobile Phone] AS [Mobile Phone_Father's Information]
	,[Father's Information].[Work Phone] AS [Work Phone_Father's Information]
	,[Father's Information].[email address] AS [email address_Father's Information]
	,[Father's Information].ID AS [ID_Father's Information]
	,[Father's Information].[ID#] AS [ID#_Father's Information]
	,[Contact person information].[Student ID#] AS [Student ID#_Contact person information]
	,[Contact person information].[Last Name] AS [Last Name_Contact person information]
	,[Contact person information].[First Name] AS [First Name_Contact person information]
	,[Contact person information].[Relationship with child]
	,[Contact person information].[Home Phone] AS [Home Phone_Contact person information]
	,[Contact person information].[Mobile Phone] AS [Mobile Phone_Contact person information]
	,[Contact person information].[Work Phone] AS [Work Phone_Contact person information]
	,[previous school].[Student ID#] AS [Student ID#_previous school]
	,[previous school].[Name of school]
	,[previous school].Street AS [Street_previous school]
	,[previous school].City AS [City_previous school]
	,[previous school].[Parish/State]
	,[previous school].[Contact person]
	,[previous school].Telephone
	,[previous school].[Last grade attended]
	,[previous school].Assistance
	,[previous school].Repeat
	,[previous school].Suspended
	,[previous school].Expelled
	,[health information].[Student ID#] AS [Student ID#_health information]
	,[health information].Allergies
	,[health information].[Please state allergies (if yes)]
	,[health information].Treatment
	,[health information].[current medical treatment]
	,[health information].[Please state (if yes)]
	,[health information].[Med Treatment]
	,[health information].[Epilepsy (fits)]
	,[health information].Asthma
	,[health information].[other medical problems]
	,[health information].[Please state others (if yes)]
	,[health information].[Child's Doctor]
	,[health information].[Doctor's Address]
	,[health information].[Doctor's telephone]
	,[health information].[Fully Immunized]
	,[health information].[Please state (if no)]
	,[other information].[Student ID#] AS [Student ID#_other information]
	,[other information].[Religious affiliation]
	,[other information].[Hopes & Ambitions]
	,[health information].[Student ID#] AS [Student ID#_health information1]
	,[Contact person information].[Student ID#] AS [Student ID#_Contact person information1]
	,[Students details].[Student ID#] AS [Student ID#_Students details1]
	,[Father's Information].ID AS [ID_Father's Information1]
	,[Contact person information].[Last Name2]
	,[Contact person information].[First Name2]
	,[Contact person information].[Relationship with child2]
	,[Contact person information].[Home Phone2]
	,[Contact person information].[Mobile Phone2]
	,[Contact person information].[Work Phone2]
	,[Contact person information].[Last Name3]
	,[Contact person information].[First Name3]
	,[Contact person information].[Relationship with child3]
	,[Contact person information].[Home Phone3]
	,[Contact person information].[Mobile Phone3]
	,[Contact person information].[Work Phone3]
	,[report cards].[Student ID#] AS [Student ID#_report cards]
	,[report cards].[Report cards]
	,[Students details].[Birth certificate ref#]
FROM (
	(
		(
			(
				(
					(
						[Students details] LEFT JOIN [Mother's Information] ON [Students details].[Student ID#] = [Mother's Information].[Student ID#]
						) INNER JOIN [Father's Information] ON [Students details].[Student ID#] = [Father's Information].[Student ID#]
					) LEFT JOIN [Contact person information] ON [Students details].[Student ID#] = [Contact person information].[Student ID#]
				) LEFT JOIN [previous school] ON [Students details].[Student ID#] = [previous school].[Student ID#]
			) LEFT JOIN [health information] ON [Students details].[Student ID#] = [health information].[Student ID#]
		) LEFT JOIN [other information] ON [Students details].[Student ID#] = [other information].[Student ID#]
	)
LEFT JOIN [report cards] ON [Students details].[Student ID#] = [report cards].[Student ID#];


You have 11 students in your student table. But 5 do not meet the criteria in your form's recordsource

These student IDs do not appear in the recordsourcee of your form.
Code:
Students details.Student ID#	student-parent,contact.Student ID#
35	
38	
39	
46	
48

I would not use special characters (#) nor spaces in your field and object names.
 

missinglinq

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Also understand that because your Form is based on a multi-table Query, it is Read-Only, i.e. you cannot use it to enter or edit data.; is that your intention?

Linq ;0)>
 

captain01

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so how do you propose i fix it? i did notice that the student id# wasn't being generated on a few of the tables, and what criteria is not met bcuz i don't recall specifying an. i don't understand it code form so well tbh. also i do intend to use the form to enter data in the future. it's gonna be used to keep students info so it will be used to enter and edit the info
 

captain01

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my end game is to be able to enter data in multiple tables via the form and use the student id (autonumber) as reference
 

missinglinq

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my end game is to be able to enter data in multiple tables via the form and use the student id (autonumber) as reference
Then you need to use a Main Form/Subform(s) configuration, with the Main Form being based on the Student's primary data Table, and the Subforms each being based on a related Table. The Student ID will be the Field used by Access to connect them, and it will do so automatically entered, by Access, in each of the Subforms' Records.

One of the Cardinal Rules of relational databases is One Form/One Table.

Linq ;0)>
 

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