ACC: Four Ways to Move to a Record from a Combo Box Selection

ID: Q100132

The information in this article applies to:

Microsoft Access versions 1.0, 1.1, 2.0, 7.0, 97

SUMMARY

Moderate: Requires basic macro, coding, and interoperability skills.

This article lists four different methods of moving to a specific record based on a combo box selection.


 Method 1: In the AfterUpdate property of the combo box, call a macro
           using the FindRecord action.

 Method 2: In the AfterUpdate property of the combo box, call a macro
           using the ApplyFilter action.

 Method 3: Use a Form/Subform, with the combo box in the main form and
           the data in the subform, bound by the LinkMasterFields and
           LinkChildFields properties.

 Method 4: Base the form on a query that joins two tables and bind the 
           combo box to the field that controls the join, using the 
           AutoLookup technique.

These four methods are outlined in the "More Information" section and are based on the sample database Northwind.mdb (or NWIND.MDB in Microsoft Access 2.0 or earlier).

MORE INFORMATION

The following table compares the features (benefits and drawbacks) of the four methods:


   Method Number:                  1   2   3   4
   ---------------------------------------------
   Requires no code/macros                 x   x
   Saves on subforms               x   x       x
   Can scroll to other records     x       x   x
   Does not require a query        x   x   x
   Can edit records                x   x   x

NOTE: These methods can also apply to text boxes.

Method 1 (For Microsoft Access 97 and 7.0)

Create a form called frmComboTest based on the Products table, and set the form's DefaultView property to Single Form.

Add an unbound combo box by using the Control Wizard. (To use the Control Wizard, make sure that the Control Wizards button is pressed in on the toolbox before you create the combo box.) In the Control Wizard dialog box, follow these steps:
1. Click the "Find a record on my form based on the value I selected in my combo box" button, and then click Next.
2. Include the ProductID and ProductName fields, and then click Next.
3. Click Finish.
The Control Wizard creates an event procedure similar to the following:
```
      Sub ComboNN_AfterUpdate()
         'Find the record that matches the control.
         Me.RecordsetClone.Findfirst "[ProductID] = " & Me![ComboNN]
         Me.Bookmark = Me.RecordSetClone.Bookmark
      End Sub 
```

View the frmComboTest form in Form view. Note that when you choose a product name in the combo box, you are moved to the record selected.

(NOTE: This event procedure can also be used in Microsoft Access 2.0.)

Method 1 (For all versions)

Create a form called frmComboTest based on the Products table, and set the DefaultView property to Single Form.

Add the following text box to the form:
```
      Text Box
      ------------------------
      ControlName: ProductID
      ControlSource: ProductID
      Visible: Yes 
```
NOTE: Type a space between Product and ID in the ProductID field (Product ID) in Microsoft Access 2.0 and earlier.

NOTE: Include at least the ProductID field on the new form. However, additional fields may help to illustrate that you have changed records based on the value selected in the combo box.

Add an unbound combo box called cboLookup, and set the control's properties as follows. The combo box can be located anywhere on the form, but preferably in the form header or footer.
```
      Combo Box
      ------------------------------
      ControlName: cboLookup
      ControlSource: <leave blank>
      RowSourceType: Table/Query
      RowSource: Products
      ColumnCount: 4
      ColumnWidths: 0";2"
      BoundColumn: 1
      After Update: mcrLocateProduct 
```
NOTE: If you are using Microsoft Access 2.0 or earlier, set the ColumnWidths property to the following value: 0";0";0";2".

Create the following new macro called mcrLocateProduct:


      Macro Name        Action
      -----------------------------
      mcrLocateProduct  GoToControl
                        FindRecord

      mcrLocateProduct  Actions
      ---------------------------
      GoToControl
         ControlName: [ProductID]
      FindRecord
         Find What: =cboLookup
         Find First: Yes

View the frmComboTest form in Form view. Note that when you choose a product name in the combo box, you are moved to the record selected and the appropriate ProductID is displayed.

NOTE: An example of this method is illustrated with the Products And Suppliers form in NWIND.MDB in Microsoft Access 2.0.

Method 2 (For Microsoft Access 97 and 7.0)

Create a form called frmComboTest based on the Products table, and set the form's DefaultView property to Single Form.

Set the following property for the frmComboTest form:

Filter: [ProductName] = Forms![frmComboTest]![cboLookup]

Add an unbound combo box called cboLookup, and set the control's properties as follows. The combo box can be located anywhere on the form, but preferably in the form header or footer.


      Combo Box
      ----------------------------------------------
      ControlName: cboLookup
      ControlSource: <leave blank>
      RowSourceType: Table/Query
      RowSource: Select [ProductName] from Products;
      BoundColumn: 1
      ColumnWidths: 1"
      AfterUpdate: mcrLocateProduct

Create the following macro called mcrLocateProduct:


      Macro Name          Action
      ----------------------------
      mcrLocateProduct    SetValue
                          Requery

      mcrLocateProduct Actions
      --------------------------------------
      SetValue
         Item: Forms![frmComboTest].FilterOn
         Expression: True

When you open frmComboTest and select a product name from the cboLookup combo box, the filter will be set to that value.

Method 2 (For all versions)

Repeat steps 1, 2, and 3 from Method 1 (For all versions).

Create the following macro called mcrLocateProduct:


      Macro Name          Action
      -------------------------------
      mcrLocateProduct    ApplyFilter

      mcrLocateProduct Actions
      -----------------------------------------------------
      ApplyFilter
         Where:[ProductID]=Forms![frmComboTest]![cboLookup]

The ProductID field (or Product ID in Microsoft Access 2.0 or earlier) is the bound field in the combo box. While the combo box displays the ProductName information, it is bound to (or, holds internally) the value of the ProductID.

NOTE: This method is similar to the Suppliers form in NWIND.MDB in Microsoft Access 2.0, which uses the buttons to filter records from A to Z. Also, see the Alpha Apply Filter Buttons macro.

Method 3 (For all versions)

Create a new form not based on any table or query. Add a combo box, and set the control's properties as follows:


      Combo Box
      ----------------------------
      ControlName: cboLookup
      ControlSource: <leave blank>
      RowSourceType: Table/Query
      RowSource: Products
      ColumnCount: 4
      ColumnWidths: 0";2"
      BoundColumn: 1

NOTE: If you are using Microsoft Access 2.0 or earlier, set the ColumnWidths property to the following value: 0";0";0";2".

Create a second form based on the Products table to use as a subform, and set the form's DefaultView property to Single Form.

Add the following text box to the form:
```
      Text Box
      ------------------------
      ControlName: ProductID
      ControlSource: ProductID
      Visible: Yes 
```
NOTE: Type a space between Product and ID in the ProductID field (Product ID) in Microsoft Access 2.0 and earlier.

NOTE: Include at least the ProductID field on the new form. However, additional fields may help to illustrate that you have changed records based on the value selected in the combo box.

Save the form, and then use it to create a subform control on the first form by dragging it from the Database window to the detail section of the first form.

Set the subform control properties as follows:


      Subform
      ----------------------------
      LinkChildFields: [ProductID]
      LinkMasterFields: cboLookup

By changing the value in cboLookup, Microsoft Access ensures that the records in the subform match the combo box.

The Orders form in Northwind.mdb in Microsoft Access 97 and 7.0 (or NWIND.MDB Microsoft Access 2.0 or earlier) illustrate this method. The Order Details subform is related by the LinkMasterFields and LinkChildFields properties.

Method 4 (For all versions)

Create a table called tblProductSelect, containing a single field ProductID (or Product ID in Microsoft Access 2.0 and earlier). Set the Data Type to Number and the Field Size to Long Integer. A primary key is not necessary. Also, you should add no records to this table.

Create the following query called qryProductSelect, based on a join between the ProductID fields of the tblProductSelect and Products tables. Include the following attributes in the query:


      Query: qryProductSelect
      -----------------------------------------------
      Field: ProductID
      Table Name: tblProductSelect
      Show: X (checked on)

      Field: <any other fields you are interested in>
      TableName: Products

Create a form based on qryProductSelect, and add all fields. You must add at least the ProductID field.

Delete the text box control for ProductID and recreate it as a combo box, as follows:


      Combo Box
      --------------------------
      ControlName: ProductID
      ControlSource: ProductID
      RowSourceType: Table/Query
      RowSource: Products
      ColumnCount: 1
      ColumnWidths: 2"
      BoundColumn: 1

REFERENCES

For more information about AutoLookup queries, type "AutoLookup" in the Office Assistant, click Search, and then click to view "About AutoLookup queries that enter data automatically."

For more information about referencing controls on a form, type "Identifiers" in the Office Assistant, click Search, and then click to view "Use values in expresions."

For more information about using the Control Wizard, type "control wizard find record" in the Office Assistant, click Search, and then click to view "Find a record by selecting a value from a list."

For more information on how to use the Filter By Form technique, type "Filter By Form" in the Office Assistant, click Search, and then click to view "Create a Filter in a Table, Query, or Form."

Additional query words: Auto lookup forms text box move


Keywords          : kbusage FmsCmbo 
Version           : WINDOWS:1.0,1.1,2.0,7.0,97
Platform          : WINDOWS 
Issue type        : kbhowto

Last Reviewed: March 26, 1999