Question about subforms

[nakedbamboo]

I am making a database that has entries of people. For each person, I am trying to make a section where the user can enter notes on that person, save the record, come back at a later time and enter more notes. I would like to have each note shown as a journal-type entry such as:

Oct. 29, 2003
Note

Nov. 5, 2003
Note

Etc....


A text box only allows a max of 255 characters which is not enough. So I was wondering if there is a way to do this with subforms. Each note can be a seperate record as far as I am concerend, but what do I tie the subform to? Do I have to make a seperate table for every person with their notes, or can I make one table with all their notes mixed together and somehow do a query on it? If anyone has any ideas I would be greatly appreciative. Thanks.

 

[josephwalter]

Firstly, change the data type of the Note field to Memo (instead of text). That should allow more lengthy notes.

I would suggest modeling this as follows:
tblCustomer(CustomerID, FirstName, ...)
tblCustNote(CustNoteID, CustomerID, RecordedDate, Note)

Create a main form based on the tblCustomer table. Create a subform based on the tblCustNote table. To enter notes, navigate to the appropriate customer, then add records in the subform as needed.

The two tables are related by the CustomerID field. Your subform and main form will be linked via this field, as well. All the notes will go into one table, the CustomerID field in the tblCustNote table will tell you which customer that Note refers to.

 

[nakedbamboo]

This sounds like what I had in mind and kind of the way I was heading. My next question is what would the subform be like? In the Northwind sample their subforms are integrated to look like part of the parent form. I am trying to think of an efficient way of displaying the notes info. Should I integrate it somehow or make it a seperate form that opens? Would there be a way to show all the records in one scrollable window, or would it have to be like a regular form where you view each record seperately? Thanks for the help josephwalter.

 

[josephwalter]

I suggest using the subform, instead of a separate form.

The form and subform should use the same temple (or general color scheme), but don't feel like you need to camoflauge the subform - you're users may actually find that having a border on the subform makes it more identifiable, which helps you when you're explaining how to use it.

If you set the Default View of the subform to Continuous Form or Datasheet view, you can get a scrolling list of the subform's records.

Best Wishes!