What are subforms, and how do I create them?

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Presentation transcript:

What are subforms, and how do I create them? Dawn Squires

What is a subform? It’s a form with another form contained in the form. It is helpful when one needs to see two forms at the same time. In our Nursing Home business employees must attend classes to keep their licenses to work. Employees may ask you which classes they have attended. We will need to be able to pull up that information for the employees quickly. Additionally, nursing home administrators must have records of this information to show state regulators. We have to be able to show exactly which classes each employee attended. The most efficient way is through the use of forms and subforms.

BCS-CA2-7-e says you need to be able to create a subform. To create a subform, let’s begin by making changes to our Employee – Your Name form. Let’s add a field to the form. In Layout view on the Format tab, click the Add Fields button. Add the ID number field. Recall that you can drag the field wherever you like. Also recall that designing a form that is easy to use is one of our goals.

How do I create a subform? Open the Employees-Your Name form. Change to Design view – you must be in design view. Get the double headed arrow just above the form footer and pull the footer down to reveal more work area in the detail section of the form. With the Design tab selected, choose the Subform/Subreport button in the Controls grouping.

How do I create a subform? Click in the Detail section just below the present information included in the form. When you release the mouse, a Subform dialog box opens. Click “Use Existing Tables and/or Queries. Click the drop-down arrow and select, Table: Inservice Attendance. Add the EmployeeID field to the selected fields.

How do I create a subform? Click the Tables/Queries drop-down arrow again. Select Tables:Inservice Classes. Add ClassName and ClassDate fields to the subform. Click Next Make sure Choose From List is selected. Select the first one if there is more than one.

How do I create a subform? Click Next We must name our Form. Let’s use the default name but add a hyphen and your name to the end of the form name in the event your instructor wants you to print it. Click Finish Change the view to form view. (You may need to click in the white area of the detail section first to be able to switch views.)

How do I create a subform? As you click through the forms, you can see which inservices/classes each employee has attended and the date the employee attended the class. You can now locate the information for each employee without having to go to two different tables and calculating the information by hand. You will note that some employees have not attended inservice classes.