Totaling Check Boxes In Report

[Malinthas]

We have a client survey, in which the client must check "Yes" to several questions, if they apply. We are tracking the responses in a form with almost identical formatting; that is, our worker checks the same boxes on-screen that the client did on paper. These are saved as Yes/No (True/False) values in our main table. How do I run a report that tallies all of the clients who respond to a certain item? That is, if I have 100 clients, and 6 checked "I Like Beans", how do I get Access to tell me that?

PS- No habla Visual Basic...

 

[psemianonymous]

I need to know:
1. Are your questions required? Could someone skip the question, or is the default No? What I'm asking is if it's possible you have a Null value in the Yes/No field.
2. Do you want to see tallies for ALL of the questions, or do you want to see a tally for an individual field?

The individual field tally is easy. Just open up the query builder, drag in your table, drag your Yes/No field down and leave it at Group By. Now drag down your ID field and change it to "Count". You're done.

This will give you a tally of yes/no/ values, FOR THE ONE FIELD.



I really can't help you too much though--you haven't said a thing about how your table structure is set up. I'll just leave you with the vague answer "Your answer lies in the aggregate COUNT function, which is used in queries".

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[Malinthas]

Null values are fine... in theory, a client would only answer a few questions (many are mutually exclusive).

Ideally, I would lke a tally for ALL fields. In other words, one sheet that reads "Question 1: 7 Question 2: 4 Question 3: 0" and so on.

As of right now, I just have one table with an autonumber field and a field for each question. If you have a suggestion for a more efficient/effective setup, I'm all ears. I'm very new at this.

Hope this helps you help me.

 

[psemianonymous]

Yes, there is another setup -- but this will be "for next time", as the most difficult thing to do is convert between two formats. Here goes:

You currently have a table like so:

[ID]  [Q1]  [Q2]  [Q3]  ...
---------------------------
1     Yes   Null  No    ...

Whereas (in my mind) the ideal format is like so:

[ID]  [Q_NUM]  [ANSWER]
------------------------
1     1        Yes
(there is no entry for question 2)
2     3        No
...

Then if you need to convert this new format to the familiar tabular format, you can use a Crosstab query to generate something that looks like your table above--except the sums/counts would automatically be calculated.


I won't lie--it is definitely more difficult for you to enter data in forms. Again, this is something to consider for "next time".

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Corrupt MDBs FAQ

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