Expert: Richard Rost - 7/8/2009

Question
Earlier you were asked this:



Question
Hi, Creating the report of the access from which contain the checkbox entry . want to make report which only contain the entry which have tick on checkbox from database. how do put the condition on the filed design query ?
please advise me on this.

Answer
You would need to have a BUILD EVENT in the DETAIL SECTION for your report that basically says:

IF MyCheckBox = TRUE then
  MyCheckBox.Visible = TRUE
else
  MyCheckBox.Visible = FALSE
end if


my question is if you have a certain employee is it possible to instead of having a checkbox have a prompt box that asks for a employee name or ID and then make only records that are for him visible?

Answer
Sure, you can either use a parameter query to ask for the user ID:

http://599cd.com/tips/access/parameter-queries?key=AllExperts

Or you can make a combo box on a form, select the person, then open a report referring to that combo box for your criteria:

If you want to refer to a value on a Form, you can use the notation:

Forms!FormName!FieldName

You can use this notation inside of queries, other forms, or even reports. I have a free tutorial that explains how to use this:

http://599cd.com/tips/access/forms-formname-field-notation?key=AllExperts

Note that if you're refering to a value on a SUBFORM, the correct notation is:

Forms!FormName!SubForm.Form!FieldName

Crazy, I know. Enjoy! Hope this helps.

Let me know if you have any other questions or comments.

Also, be sure to visit my web site and watch my FREE 90-minute MICROSOFT ACCESS VIDEO TUTORIAL. Go to http://www.599cd.com/Access/AllExperts


Cordially,

Richard Rost
599CD Computer Training
http://www.599cd.com

P.S. Also, don't forget to visit my FREE Microsoft Access Tips & Tricks Page at http://www.599cd.com/Tips/AllExperts

P.P.S. I volunteer my time at AllExperts to help people, and I get a LOT of questions, so I can't take an hour to answer each question. If you need more DETAILED HELP, come to my TechHelp web site at http://www.599cd.com/TechHelp/AllExperts and I'll take as much time as you need to answer your question.

http://www.599cd.com/Microsoft_Access_Tutorial?key=AllExperts

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