Entering Data in One of the Independent Entity Tables and the Associative Entity Table of a M:M Rela

1
Entering Data in One of the Independent Entity
Tables and the Associative Entity Table of a MM
Relationship

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• This presentation was prepared by Professor Steve
  Ross, with the advice of other MIS Faculty, for
  use in MIS Classes at Western Washington
  University. Please contact Dr. Ross for
  permission to use in other settings..

2
The Database
3
Access Relationships
4
The Challenge

• Create a form for the entry of building data,
  including worker assignments and ManagerID
• Information about workers must be entered prior
  to use of this form

5
Creating the Form, Step 1

• Specify the tables or views that the form affects
• tblBuilding, tblAssignment
• To enter data into two tables that are in a 1M
  relationship, we must create a form for the 1
  table and a subform for the M table

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Creating the Form, Step 1a

• Specify the 1 table or view that the form
  affects
• tblBuilding
• For each field in the 1 table or view, indicate
  whether it is editable and constrained
• BuildingID autonumber, visible but not editable
• Address editable
• City editable
• State editable
• Zip editable
• Description editable
• Status editable
• ManagerID editable, FK to tblWorker

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Creating the Form, Step 1b

• Specify the table or view that the M subform
  affects
• tblAssignment
• For each field in the M table or view, indicate
  whether it is editable and constrained
• WorkerID editable, FK to tblWorker
• BuildingID FK to tblBuilding, inserted
  automatically
• StartDate editable

8
Designing for Usability Foreign Keys in Subforms

• Users shouldnt have to know or remember foreign
  key values
• Instead, present them a set of choices ordered in
  a meaningful manner
• If there are only a few choices and the list
  rarely changes, radio buttons may be used
• If there are several choices and/or the list
  changes or is not known in advance, use a combo
  box based on a query
• A foreign key that relates the subform table to
  the parent form table will be entered
  automatically by Access

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Creating the Form, Step 2

• Create a draft view of the form, giving
  approximate placement and type of controls for
  each data item

I usually do this by hand, not in a graphic
program such as this
Standard Form Heading
BuildingID (read only, no label) Address City
State
Zip Description Status Manager
Assignments Person
Start Date
Address
StartDate
City
StartDate
State
Zip
StartDate
Description
Status
These will be text boxes bound to the relevant
fields
These will be combo boxes, bound to the relevant
fields but displaying data from the related tables
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Creating the Form, Step 3a

• Use the application generator to create version 1
  of the form. This one will probably have text
  boxes for the foreign keys.

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Creating the Form, Step 3b

• Use the application generator to add a subform.
  This will probably have text boxes for the
  foreign keys and be in datasheet view.

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Creating the Form, Step 4a

• Convert the foreign key controls to combo
  boxes
• The combo box row source is either a named view
  (e.g., vueRankID) or a SQL statement (e.g.,
  SELECT RankID,Rank FROM tblRank)

Technique will be demonstrated in class.
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Creating the Form, Step 4b

• The Subform Wizard will automatically set the
  link fields between the two forms.
• If there is a problem,
• Open the form in design view
• Right-click on the subform and open its property
  sheet

Technique will be demonstrated in class.
14
Creating the Form, Step 4c

• Open the subform in design view
• Convert the foreign key controls to combo
  boxes
• Change the default view to Continuous Forms
• Set Dividing Lines and Record Selectors to
  yes

Technique will be demonstrated in class.
15
Creating the Form, Step 5

• Apply check constraints and other properties to
  controls.
• Once controls are set, apply other design
  standards.

The form illustrated here does not necessarily
meet all MIS 421 design standards.