Copying A Set Of Records Across Several Tables To Same Tables With A Few Changes

Apr 8, 2015

There is one main policy table, and a collection of related tables that store information associated with each of the policies (coverage amounts, agents, etc). What I'm struggling with though is where they renew every so often (most times it's each year, but some go three or more years). Because I need the database to show everything EXACTLY as it was on each policy term, even expired ones, I don't want to just edit the existing records when policies renew; I need to create a copy of the ENTIRE record (across all related tables), but with a new PK, and the ability for users to change a few items, such as the policy number and effective dates.

There are two keys that I use to identify policies: one is the PK, which is an auto# that will need to change, and the other is a small text ID set when the policy is first issued, in order to make sure that even when policy numbers change from year to year, we can always track the history, so of course that one will need to remain the same. If I have the user click a "Renew" button on the policy view form that goes to a small form that takes what changes I want to allow and converts those into variables, could I then use those variables in a query, and have it copy all of these related records, with the other tables taking the new PK from the main table to keep the overall policy record linked?

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'''''''''''''''''''''''''''''''''''''''''''''''''' '''''''''''''''''''''''''''''''''
' procedure archives closed or complete records to archive table and then '
' Deletes original records from source table '
'''''''''''''''''''''''''''''''''''''''''''''''''' '''''''''''''''''''''''''''''''''

On Error GoTo Err_btnArchiveAdhoc_Click

Dim strMySql As String, strResponse As String, intRecordCount As Integer

Dim cnn As ADODB.Connection
Dim rstTemp As ADODB.Recordset

strResponse = MsgBox("By clicking Yes you will Archive any closed or" & _
vbCrLf & "completed tasks and delete the original records from the table", vbExclamation + vbYesNo, gstrAppTitle)
If strResponse = vbNo Then
Exit Sub
Else
Set cnn = CurrentProject.Connection
Set rstTemp = New ADODB.Recordset

' builds sql string to append closed or complete records from the original table into archive table
strMySql = "INSERT INTO tblArchiveAdHocTasks ( Seq_Number, Item_Type, TaskTitle, Task_Description, TaskActions, StartDate, TgtDate, ReviewDate, TaskLead, Status, LastUpdatedBy, estHours, Progress, PersIDAssocPerson1, PersIDAssocPerson2, PersIDAssocPerson3, PersIDAssocPerson4, PersIDAssocPerson5 )"
strMySql = strMySql + " SELECT tblAdHocTask.Seq_Number, tblAdHocTask.Item_Type, tblAdHocTask.TaskTitle, tblAdHocTask.Task_Description, tblAdHocTask.TaskActions, tblAdHocTask.StartDate, tblAdHocTask.TgtDate, tblAdHocTask.ReviewDate, tblAdHocTask.TaskLead, tblAdHocTask.Status, tblAdHocTask.LastUpdatedBy, tblAdHocTask.estHours, tblAdHocTask.Progress, tblAdHocTask.PersIDAssocPerson1, tblAdHocTask.PersIDAssocPerson2, tblAdHocTask.PersIDAssocPerson3, tblAdHocTask.PersIDAssocPerson4, tblAdHocTask.PersIDAssocPerson5"
strMySql = strMySql + " FROM tblAdHocTask "
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DoCmd.SetWarnings False

'DoCmd.RunSQL strMySql ' runs append query
rstTemp.CursorLocation = adUseClient
rstTemp.Open strMySql, cnn, adOpenDynamic, adLockOptimistic


DoCmd.SetWarnings True ' turn warnings back on
' deletes records that have been archived above
strMySql = "DELETE tblAdHocTask.Seq_Number, tblAdHocTask.Item_Type, tblAdHocTask.TaskTitle, tblAdHocTask.Task_Description, tblAdHocTask.TaskActions, tblAdHocTask.StartDate, tblAdHocTask.TgtDate, tblAdHocTask.ReviewDate, tblAdHocTask.TaskLead, tblAdHocTask.Status, tblAdHocTask.LastUpdatedBy, tblAdHocTask.estHours, tblAdHocTask.Progress, tblAdHocTask.PersIDAssocPerson1, tblAdHocTask.PersIDAssocPerson2, tblAdHocTask.PersIDAssocPerson3, tblAdHocTask.PersIDAssocPerson4, tblAdHocTask.PersIDAssocPerson5"
strMySql = strMySql + " FROM tblAdHocTask"
strMySql = strMySql + " WHERE (((tblAdHocTask.Status) = 6 Or (tblAdHocTask.Status) = 10))" ' status 6 is closed status 10 is complete
rstTemp.CursorLocation = adUseClient
rstTemp.Open strMySql, cnn, adOpenDynamic, adLockOptimistic

End If
MsgBox "Export Complete ", vbInformation, gstrAppTitle
Exit_btnArchiveAdhoc_Click:
Exit Sub

Err_btnArchiveAdhoc_Click:
If Err.Number = 2501 Then ' runtime error as user cancelled delete part of query
Exit Sub
End If

MsgBox "'Error" & Err.Number & "'" & vbCrLf & Err.Description

Resume Exit_btnArchiveAdhoc_Click

End Sub

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