How do I set up a column to populate...

26 Jun 2009 4:19 PM

SDoc

I want to have a drop down box in a field that when a description is chosen
the next field will automatically populate with the corresponding 5 digit
number.

ie:

Drop down choices:
Administration
CSV
Samples
etc.

When chosen, columns would look as such:

Administration     21660
CSV                   21690
Samples             21440 (needs to automatically populate with correct
corresponding department #)

Ultimate goal:
DB that will list employees- their departments- corresponding dept. # and
various jobs associated.

I have been through DB classes, but this is the first DB I have created on
my own. Please explain if I should use multiple tables with queries, etc.
Speak to me as elementary as possible- I'm a "newbie" to the development
process!!!

Thanks!

26 Jun 2009 5:23 PM

Jeff Boyce

It isn't clear whether you are trying to do this in a table or in a form.
If in a table, stop now!

A well-normalized relational table doesn't have the kind of dependency you
seem to be describing (i.e., "with the corresponding ...").

More info, please...

Regards

Jeff Boyce
Microsoft Office/Access MVP

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"SDoc" <S***@discussions.microsoft.com> wrote in message
news:46E018D6-6711-47DB-9B16-FF93320800C3@microsoft.com...
>I want to have a drop down box in a field that when a description is chosen
> the next field will automatically populate with the corresponding 5 digit
> number.
>
> ie:
>
> Drop down choices:
> Administration
> CSV
> Samples
> etc.
>
> When chosen, columns would look as such:
>
> Administration     21660
> CSV                   21690
> Samples             21440 (needs to automatically populate with correct
> corresponding department #)
>
>
> Ultimate goal:
> DB that will list employees- their departments- corresponding dept. # and
> various jobs associated.
>
> I have been through DB classes, but this is the first DB I have created on
> my own. Please explain if I should use multiple tables with queries, etc.
> Speak to me as elementary as possible- I'm a "newbie" to the development
> process!!!
>
> Thanks!

26 Jun 2009 8:26 PM

SDoc

I was trying to use a table, but obviously I was in the wrong direction.
Please visualize the following in fields:

1-Boyce 2-Jeff 3-IT(from dropdown box) 4-then auto populate with
corresponding dept #

There will be over 200 records of Emplyee Names
23 departments to choose from each has a unique 5 digit department number
that I would like to auto-populate.

I hope this helps!!! Thanks!

Show quoteHide quote

"Jeff Boyce" wrote:

> It isn't clear whether you are trying to do this in a table or in a form.
> If in a table, stop now!
>
> A well-normalized relational table doesn't have the kind of dependency you
> seem to be describing (i.e., "with the corresponding ...").
>
> More info, please...
>
> Regards
>
> Jeff Boyce
> Microsoft Office/Access MVP
>
> "SDoc" <S***@discussions.microsoft.com> wrote in message
> news:46E018D6-6711-47DB-9B16-FF93320800C3@microsoft.com...
> >I want to have a drop down box in a field that when a description is chosen
> > the next field will automatically populate with the corresponding 5 digit
> > number.
> >
> > ie:
> >
> > Drop down choices:
> > Administration
> > CSV
> > Samples
> > etc.
> >
> > When chosen, columns would look as such:
> >
> > Administration     21660
> > CSV                   21690
> > Samples             21440 (needs to automatically populate with correct
> > corresponding department #)
> >
> >
> > Ultimate goal:
> > DB that will list employees- their departments- corresponding dept. # and
> > various jobs associated.
> >
> > I have been through DB classes, but this is the first DB I have created on
> > my own. Please explain if I should use multiple tables with queries, etc.
> > Speak to me as elementary as possible- I'm a "newbie" to the development
> > process!!!
> >
> > Thanks!
>
>
>

26 Jun 2009 9:11 PM

Jeff Boyce

If you already have a table somewhere that connects IT (dept.) with "12345"
(dept.#), then you DON'T want to store that department number a second time.

What you're attempting to do would probably be necessary ... if you were
limited to using a spreadsheet.

Access is a relational database. If you aren't familiar with
"normalization" and "relational database design", you have a bit of a
learning curve in front of you.

You won't get much (or easy) use of Access' relationally-oriented
features/functions if you feed it 'sheet data.

Consider stepping back from the "how" and re-think the "what" -- what are
the entities and relationships you're working with?

Regards

Jeff Boyce
Microsoft Office/Access MVP

Show quoteHide quote

"SDoc" <S***@discussions.microsoft.com> wrote in message
news:F72FED61-02FE-451E-B052-82F93DD1D201@microsoft.com...
>I was trying to use a table, but obviously I was in the wrong direction.
> Please visualize the following in fields:
>
> 1-Boyce   2-Jeff    3-IT(from dropdown box)   4-then auto populate with
> corresponding dept #
>
> There will be over 200 records of Emplyee Names
> 23 departments to choose from each has a unique 5 digit department number
> that I would like to auto-populate.
>
> I hope this helps!!! Thanks!
>
>
>
> "Jeff Boyce" wrote:
>
>> It isn't clear whether you are trying to do this in a table or in a form.
>> If in a table, stop now!
>>
>> A well-normalized relational table doesn't have the kind of dependency
>> you
>> seem to be describing (i.e., "with the corresponding ...").
>>
>> More info, please...
>>
>> Regards
>>
>> Jeff Boyce
>> Microsoft Office/Access MVP
>>
>> "SDoc" <S***@discussions.microsoft.com> wrote in message
>> news:46E018D6-6711-47DB-9B16-FF93320800C3@microsoft.com...
>> >I want to have a drop down box in a field that when a description is
>> >chosen
>> > the next field will automatically populate with the corresponding 5
>> > digit
>> > number.
>> >
>> > ie:
>> >
>> > Drop down choices:
>> > Administration
>> > CSV
>> > Samples
>> > etc.
>> >
>> > When chosen, columns would look as such:
>> >
>> > Administration     21660
>> > CSV                   21690
>> > Samples             21440 (needs to automatically populate with correct
>> > corresponding department #)
>> >
>> >
>> > Ultimate goal:
>> > DB that will list employees- their departments- corresponding dept. #
>> > and
>> > various jobs associated.
>> >
>> > I have been through DB classes, but this is the first DB I have created
>> > on
>> > my own. Please explain if I should use multiple tables with queries,
>> > etc.
>> > Speak to me as elementary as possible- I'm a "newbie" to the
>> > development
>> > process!!!
>> >
>> > Thanks!
>>
>>
>>