Ms-access – How to conditionally summarize multiple rows in Microsoft Access

ms accessunion

I have a table of data, in Microsoft Access 2003, listing multiple rows for each person.

I want to conditionally summarize a subset of these rows for each person, for instance, if entry for columnA = "Hats".

I've made summary tables for each (with the conditional checking) and I want to UNION the master table and the summary tables together, however each table has a different number of columns. Am I going to have to redesign my summary tables so they match the columns in the master, or is there a clever way of doing this?

I've tried to join them first (do I even need to do this?), and also to UNION CORRESPONDING them together, but MS Access doesn't understand that command it seems.

How should I do this?

Edit, here is a mockup of my master table data:

ResID| Name|  Baselocation|  Destination| CustomerID  |   Project ID    p1    p2    p3
---------------------------------------------------------------------------------
001  |  Bob|  London      |  D-London   | Company     |   "BaseWork"    X%    y%    z%
                             N/A        | myOwnCompany|   "Overhead"    x%    y%    z%
                             D-NotLondon| Company     |    Project      x%    y%    z% 
                             D-London   | Company     |    Project2     x%    y%    z%

Best Answer

I'd also like to see the ERD (Entity Relationship Diagram) to get a better understanding of your problem.

I'm thinking if you're creating a report to present the data in this fashion, you can setup a grouping based on an expression, either using built-in functions or use a user-defined function in a VBA module.

Related Solutions

MS-Access 2007-2010 SQL – How to Create Multiple Rows from a Single Row Record

Easy answer is to do this in a function in the built-in VBA editor in Microsoft Access.

Assuming you have two tables, Source and Dest that both have 3 columns, col1, col2, and col3.

Sub SplitIt()

    Dim rstSource As Recordset
    Dim rstDest As Recordset
    Dim Items() As String

    ' use dbOpenSnapshot to open the source table READ-ONLY
    Set rstSource = CurrentDb.OpenRecordset( _
            "SELECT col1, col2, col3 FROM Source;" _
            , dbOpenSnapshot)
    ' use dbOpenDynaset to open the destination table READ-WRITE
    Set rstDest = CurrentDb.OpenRecordset( _
            "SELECT col1, col2, col3 FROM Dest;" _
            , dbOpenDynaset)

    With rstSource
        ' .BOF is Beginning of the table
        ' .EOF is End of the table
        ' Checking if both are false means there are records in the
        ' source table
        If Not (.BOF And .EOF) Then
            ' get the first record from the source table
            .MoveFirst
            Do
                ' if col3 is NULL (empty)
                If Nz(!col3, "") = "" Then
                        ' add a new record into the destination table
                        ' with data from the source table for col1 and col2
                        rstDest.AddNew
                        rstDest!col1 = rstSource!col1
                        rstDest!col2 = rstSource!col2
                        ' set col3 to NULL (empty)
                        rstDest!col3 = Null
                        ' save the new record
                        rstDest.Update
                Else ' if col3 IS NOT NULL
                    ' convert col3 into an array of strings
                    Items = split(Nz(!col3, ""), ";")
                    ' loop through the array of strings
                    For a = LBound(Items) To UBound(Items)
                        rstDest.AddNew
                        rstDest!col1 = rstSource!col1
                        rstDest!col2 = rstSource!col2
                        ' col3 is set to the current item in the array
                        rstDest!col3 = Items(a)
                        rstDest.Update
                    Next a
                End If
                ' load the next record from the source table
                .MoveNext
            ' repeat until the end of the source table is reached
            Loop Until .EOF
        End If
        ' close the source table
        .Close
    End With
    ' close the destination table
    rstDest.Close

End Sub

Then run the SplitIt() function from the Immediate Window. Press CTRL-G then type:

SplitIt

and press [Enter]

As an aside; there is an excellent resource on understanding For...Next code at http://msdn.microsoft.com/en-us/library/5z06z1kb.aspx

Sql-server – Connect to Microsoft Access database via Microsoft SQL Server / MySQL

An access database is not a server, it's just a file. To access it, your server will need access to the filesystem on which it resides. Or, if you want to set up an SQL server on the same machine as the access database, it will still need access to the folder in which the file is stored.

A user logged into a VPN may not have the same drive mappings or file system permissions as a server process running on the same machine, so you will need to reflect this in the path to the file you use in the code.

Best Answer

Related Solutions

MS-Access 2007-2010 SQL – How to Create Multiple Rows from a Single Row Record

Sql-server – Connect to Microsoft Access database via Microsoft SQL Server / MySQL

Related Question