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How to automatically fill in fields from another table

Discussion in 'Information Technology' started by Toffer King - Middle Tenn State Univ, Nov 11, 2005.

  1. Toffer King - Middle Tenn State Univ

    Guest

    This may be a stupid question, or it may have been answered a million times...
    I've got two tables... one that has my equipment inventory, with the asset
    tag as the key, and the other is an equipment repair table, keyed to the
    repair record number. I want to be able to update the fields of EQUIP_MFG,
    EQUIP_DESC and the like that are in the inventory table in the repair table
    without having to retype everything each time. I was hoping to be able to
    just type the asset tag in the field on the repair table and the rest of the
    fields fill in from the inventory table, so all i have to add is the extra
    fields on the inventory table that don't match. Is this even possible?
    Thanks for whatever help you can provide!!! I really appreciate it!
     
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  3. Rick B

    Rick B
    Expand Collapse
    Guest

    That is redundant and defeats the point of a relational database. You store
    data once and only once, then create a link to it. You can DISPLAY the
    related data in your forms, queries, and reports, but you don't store it in
    two different tables.

    For more details, do a search and read the previous posts on the topic.
    You're right, this is asked pretty often and has been answered. Read those
    posts and you will have your solution.

    Good luck,

    --
    Rick B



    "Toffer King - Middle Tenn State Univ" <Toffer King - Middle Tenn State
    Univ@discussions.microsoft.com> wrote in message
    news:F4DA7D8D-7485-4F77-8FC2-E0F2017C3463@microsoft.com...
    > This may be a stupid question, or it may have been answered a million
    > times...
    > I've got two tables... one that has my equipment inventory, with the asset
    > tag as the key, and the other is an equipment repair table, keyed to the
    > repair record number. I want to be able to update the fields of
    > EQUIP_MFG,
    > EQUIP_DESC and the like that are in the inventory table in the repair
    > table
    > without having to retype everything each time. I was hoping to be able to
    > just type the asset tag in the field on the repair table and the rest of
    > the
    > fields fill in from the inventory table, so all i have to add is the extra
    > fields on the inventory table that don't match. Is this even possible?
    > Thanks for whatever help you can provide!!! I really appreciate it!
     
  4. schasteen

    schasteen
    Expand Collapse
    Guest

    You do not want to duplicate this information in both tables. Just add a
    column to the repair table where you store the asset tag and the make a
    relationship between the 2 tables. You then only need to maintain the data
    in one place.

    "Toffer King - Middle Tenn State Univ" wrote:

    > This may be a stupid question, or it may have been answered a million times...
    > I've got two tables... one that has my equipment inventory, with the asset
    > tag as the key, and the other is an equipment repair table, keyed to the
    > repair record number. I want to be able to update the fields of EQUIP_MFG,
    > EQUIP_DESC and the like that are in the inventory table in the repair table
    > without having to retype everything each time. I was hoping to be able to
    > just type the asset tag in the field on the repair table and the rest of the
    > fields fill in from the inventory table, so all i have to add is the extra
    > fields on the inventory table that don't match. Is this even possible?
    > Thanks for whatever help you can provide!!! I really appreciate it!
     
  5. John Vinson

    John Vinson
    Expand Collapse
    Guest

    On Thu, 10 Nov 2005 08:20:03 -0800, Toffer King - Middle Tenn State
    Univ <Toffer King - Middle Tenn State Univ@discussions.microsoft.com>
    wrote:

    >This may be a stupid question, or it may have been answered a million times...
    >I've got two tables... one that has my equipment inventory, with the asset
    >tag as the key, and the other is an equipment repair table, keyed to the
    >repair record number. I want to be able to update the fields of EQUIP_MFG,
    >EQUIP_DESC and the like that are in the inventory table in the repair table
    >without having to retype everything each time. I was hoping to be able to
    >just type the asset tag in the field on the repair table and the rest of the
    >fields fill in from the inventory table, so all i have to add is the extra
    >fields on the inventory table that don't match. Is this even possible?
    >Thanks for whatever help you can provide!!! I really appreciate it!


    You're missing the whole point of how relational databases work.

    They use the "Grandmother's Pantry Principle": "A place - ONE place! -
    for everything, everything in its place".

    Your Inventory table should contain the description field, and other
    fields pertaining to the item itself. That is the ONLY place in your
    database where this information should be stored.

    Your Repair table only needs *one* field, as a link to the Equipment
    table (the AssetTag in your case); you can use Queries to link the two
    tables together, or (probably more useful right now) a Form for the
    Asset with a Subform for the repair information.

    John W. Vinson[MVP]
     
  6. Toffer King - Middle Tenn State Univ

    Guest

    Thanks for the help... I'm still a little new to doing all this. Our stuff
    is just now getting to be a little too much for an excel spreadsheet, and it
    was time to advance in how we track stuff.

    "John Vinson" wrote:

    > On Thu, 10 Nov 2005 08:20:03 -0800, Toffer King - Middle Tenn State
    > Univ <Toffer King - Middle Tenn State Univ@discussions.microsoft.com>
    > wrote:
    >
    > >This may be a stupid question, or it may have been answered a million times...
    > >I've got two tables... one that has my equipment inventory, with the asset
    > >tag as the key, and the other is an equipment repair table, keyed to the
    > >repair record number. I want to be able to update the fields of EQUIP_MFG,
    > >EQUIP_DESC and the like that are in the inventory table in the repair table
    > >without having to retype everything each time. I was hoping to be able to
    > >just type the asset tag in the field on the repair table and the rest of the
    > >fields fill in from the inventory table, so all i have to add is the extra
    > >fields on the inventory table that don't match. Is this even possible?
    > >Thanks for whatever help you can provide!!! I really appreciate it!

    >
    > You're missing the whole point of how relational databases work.
    >
    > They use the "Grandmother's Pantry Principle": "A place - ONE place! -
    > for everything, everything in its place".
    >
    > Your Inventory table should contain the description field, and other
    > fields pertaining to the item itself. That is the ONLY place in your
    > database where this information should be stored.
    >
    > Your Repair table only needs *one* field, as a link to the Equipment
    > table (the AssetTag in your case); you can use Queries to link the two
    > tables together, or (probably more useful right now) a Form for the
    > Asset with a Subform for the repair information.
    >
    > John W. Vinson[MVP]
    >
     

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