Knowledge Base

ACC: How to Filter a Report from a Pop-Up Form

Article ID: 147143

Article Last Modified on 1/19/2007

APPLIES TO

Microsoft Access 95 Standard Edition
Microsoft Access 97 Standard Edition

This article was previously published under Q147143

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

SUMMARY

This article describes how to filter a report dynamically in Print Preview by selecting filter criteria from a pop-up form.

NOTE: This article explains a technique demonstrated in the sample files, RptSampl.exe (for Microsoft Access for Windows 95 version 7.0) and RptSmp97.exe (for Microsoft Access 97). For information about how to obtain these sample files, please see the following articles in the Microsoft Knowledge Base:

145777 ACC95: Microsoft Access Sample Reports Available in Download Center

175072 ACC97: Microsoft Access 97 Sample Reports Available in Download Center

MORE INFORMATION

The technique involves creating a pop-up form and a report in the sample database Northwind. The form enables you to choose which fields and values to use for filtering a report in Print Preview.

Creating the Report

Open the sample database Northwind.mdb.
Start the Report Wizard and create a report based on the Customers table.

In the "Which fields do you want on your report" box, select the following fields, and then click Next:

       CompanyName
       ContactName
       City
       Region
       Country

In the "Do you want to add any grouping levels?" box, click Next.
In the "What sort order do you want for your records?" box, click Next.
In the "How would you like to layout your report?" box, click Tabular, and then click Next.
In the "What style would you like?" box, click Next.
In the "What title do you want?" box, enter rptCustomers. Click "Modify the report's design," and then click Finish.
In Design view, display the report's property sheet and set the FilterOn property to Yes.
Save and close the report.

Creating the Pop-up Form

Create a new form not based on any table or query in Design view with the following form properties:

      Form: frmFilter
      ---------------------
      ScrollBars: Neither
      RecordSelectors: No
      NavigationButtons: No
      PopUp: Yes
      BorderStyle: Thin
      MinMaxButtons: None
      Width: 2.5"

Set the form's OnOpen property to the following event procedure:

      Private Sub Form_Open(Cancel As Integer)
         DoCmd.OpenReport "rptCustomers", A_PREVIEW 'Open Customers report.
         DoCmd.Maximize  'Maximize the report window.
      End Sub

Set the form's OnClose property to the following event procedure:

      Private Sub Form_Close()
         DoCmd.Close acReport, "rptCustomers" 'Close the Customers report.
         DoCmd.Restore  'Restore the window size
      End Sub

Add the following five combo boxes in the detail section. Place them on the form vertically, one below each other:

NOTE: In the SQL expressions below, an underscore (_) at the end of a line is used as a line-continuation character. Remove the underscore from the end of the line when re-creating this expression.

      Combo box:
      Name: Filter1
      Tag: CompanyName
      RowSource: Select Distinct [CompanyName] from Customers Order _
                 By [CompanyName];
      Width: 1.5"

      Combo Box:
      Name: Filter2
      Tag: ContactName
      RowSource: Select Distinct [ContactName] from Customers Order _
                 By [ContactName];
      Width: 1.5"

      Combo Box:
      Name: Filter3
      Tag: City
      RowSource: Select Distinct [City] from Customers Order By [City];
      Width: 1.5"

      Combo Box:
      Name: Filter4
      Tag: Region
      RowSource: SELECT DISTINCT Customers.Region FROM Customers _
                     WHERE(((Customers.Region) Is Not Null)) ORDER BY _
                     Customers.Region;
      Width: 1.5"

      Combo Box:
      Name: Filter5
      Tag: Country
      RowSource: Select Distinct [Country] from Customers Order _
                     By [Country];
      Width: 1.5"

Add the following command button to your form, which will enable you to reset the values in the form's combo boxes and check boxes:

      Command button:
      Name: Clear
      Caption: Clear
      OnClick: [Event procedure]

      Set the OnClick [Event procedure] as follows:

      Private Sub Clear_Click()
         Dim  intCounter as Integer
         For intCounter = 1 To 5
         Me("Filter" & intCounter) = ""
         Next
      End Sub

Add a second command button to your form:

      Command Button:
      Name: Set Filter
      Caption: Set Filter
      OnClick: [Event procedure]

      Set the OnClick [Event procedure] as follows:

Private Sub Set_Filter_Click()
   Dim strSQL as String, intCounter as Integer
   ' Build SQL String.
   For intCounter = 1 To 5
      If Me("Filter" & intCounter) <> "" Then

         strSQL = strSQL & "[" & Me("Filter" & intCounter).Tag & "] " _
           & " = " & Chr(34) & Me("Filter" & intCounter) & Chr(34) &  _
           " And  "
          End If
        Next

        If strSQL <> "" Then
        ' Strip Last " And ".
          strSQL = Left(strSQL, (Len(strSQL) - 5))
          ' Set the Filter property.
          Reports![rptCustomers].Filter = strSQL
          Reports![rptCustomers].FilterOn = True
        End If
End Sub

Add a third command button to your form:

      Command Button:
      Name: Close
      Caption: Close
      OnClick: [Event procedure]

      Set the OnClick [Event procedure] as follows:

      Private Sub Close_Click()
         DoCmd.Close acForm, Me.Form.Name
      End Sub

Close and save the form as frmFilter.

Filtering the Report

Open the frmFilter pop-up form in Form view. Note that the rptCustomers report opens in Print Preview behind the form and displays all records in the Customers table.
In the Region combo box, select "BC," and then click the Set Filter button. You should see only the records that contain "BC" in the Region field.
Click Clear to reset the report's Filter property.

NOTE: To experiment with various combinations of data, you can select an item from one or more combo boxes and click the Set Filter button. When you are ready to select different items, first click the Clear button to reset the report's Filter property before making new choices in the combo boxes.

REFERENCES

For more information about the Filter property, search the Help Index for "Filter Property," or ask the Microsoft Access 97 Office Assistant.

For more information about filter by form or filter by selection, search the Help Index for "Filter By Form" or "Filter By Selection," or ask the Microsoft Access 97 Office Assistant.

Additional query words: dynamic popup

Keywords: kbhowto KB147143

Microsoft KB Archive/147143

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