Creating A Data Entry Form With A Subform

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This article is part of the To Base and Back Again tutorial series.

Contents

[edit] Creating the Form

The data entry form the birder will use on return from a field trip must allow for data entry into two different tables: The Field_Trips table and the Sightings Table. For every record in the Field_Trips table, there will be multiple entries in the Sightings table. So we need to create a form based on the Field_Trips table with a sub-form based on the Sightings table.

  1. Open the database document
  2. Click on the Forms icon in the left column of the main database document window
  3. In the Tasks section, click on Use Wizard to Create Form...
  4. In the Tables or Queries drop-down, choose Table: Field_Trips
  5. Click on the >> button to move all the fields over
  6. Use the up or down arrow buttons to change the field order if need be
  7. Click Next>
  8. Check the Add Subform checkbox
  9. Click in the Subform based on existing relation radio button
  10. Select Sightings in the box next to the question Which relation do you want to use?
  11. Click Next>
  12. Note that the correct table is chosen in the drop-down
  13. Click the >> Button to move all the fields over
  14. Use the up or down arrow buttons to change the field order if need be
  15. Click Next>
  16. Choose the Arrangement of the main form. I chose the option furthest to the right, labeled In Blocks-Labels Above
  17. Choose the Arrangement of the subform. I recommend the third option, labeled As Data Sheet
  18. Click Next>
  19. Set the Data Entry Mode. I set it for This form is to display all data and left all the boxes unchecked.
  20. Click Next>
  21. Select the background color and style you want.
  22. Click Next>
  23. Enter the name of the form (I chose Field Trips Data Entry) and decide if you want to work with it (i.e. enter data) or modify it (i.e. edit the layout).
  24. Click Finish

[edit] Entering Data

If you are creating this database as you follow the tutorial, you will need to enter data into this form, for use in future exercises. Enter the following data for three field trips. You may wish to wait to do this until you have completed the instructions on the Using Combo Boxes in a Form page, as this will simplify entering the bird names.

[edit] First Field Trip

[edit] In the top part of the form, enter the following data:

Date 01/01/1900
Start_Time 5:30 AM
End_Time 8:30 AM
Weather Sunny
Wind None
Temperature 10
Location Clamath Falls

Note that the ID field is automatically entered. For fields not listed above (Comments, Participants), you may enter any data you would like.

[edit] In the sightings subform, enter the data as follows:

American Wigeon; check Male, Female, and Sight
Blue Jay: check Voice
Eastern Bluebird: check Male and Sight
Golden Eagle: check Female and Sight
Great Blue Heron: check sight
Killdeer: check Sight and Voice
Tufted Titmouse: check Sight
Wood Duck: check Male, Female, and Sight.

Note that both the Sightings ID and Field Trip ID fields are entered automatically.

When done entering data for the first field trip, click on the Save (disk drive) icon on the toolbar at the bottom of the window.

[edit] Second Field Trip

[edit] In the top part of the form, enter the following data

To begin a new Field Trips record, click first somewhere in the top part of the form (to exit the subform) and then click the New Record icon (green circle with a plus) on the bottom toolbar.

Date 05/13/1900
Start_Time 9:00 AM
End_Time 11:00 AM
Weather Foggy
Wind Light Breeze
Temperature 40s
Location Erehwon

[edit] In the Sightings Subform, add the following data

American Robin; check Sight
Blue-winged Teal: check Male, Female, and Sight
Common Yellowthroat: check Male and Sight
Killdeer: check Voice
Tufted Titmouse; check Sight
Wood Duck: check Male, Female, Juvenile, and Sight
American Goldfinch, Male, Female, Sight

[edit] Third Field Trip

[edit] In the top part of the form, enter the following data:

Date: 5/13/1900
Location: Clamath Falls
Start Time: 6:00 PM
End TIme: 9:00 PM
Weather: Clear
Temperature: 40s
Wind: None

[edit] In the Sightings Subform, add the following data

Barn Owl, Sight and Voice
Whip-poor-will, Voice
Common Nighthawk, Sight


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