Storing Data In Two Fields Without Allowing Duplicate Entries

Mar 19, 2005

Storing Data In Two Fields Without Allowing Duplicate Entries

Mar 19, 2005

I need to know if I can store data in more than one field, without allowing Duplicate entries.

Example: We have to send out letters with a claim number on it, sometimes we need multiple claim numbers on a letter, up to about 10 claim #'s is the most I've seen thus far.

We mail merge into Word to create the letters.

However, these claim numbers cannot be duplicated within the database and in order for this to work with the mail merge, I need several fields to store the claim numbers.

Fields are:
ClaimNumber
ClaimNumber2
ClaimNumber3
etc....

To be more specific. I probably have a bad data structure as I was kind of rushed and a little inexperience with putting the database together. It's for work and sometimes management just doesn't want to wait, they are so negative.

In brief, most everything is in 1 table and I know from reading this forum that I shouldn't do that, but that's another story.

Further, a claim# is tied together by the same claimant, the relationship code is what separates the claimant with the family, the insured id# is used for all claimants within the family.

You can also tie the claim# to a provider id#, some providers such as clinics and large hospitals have multiple providers that use the same provider id#, so a suffix code is used to separate the providers within that same #.

Please feel free to ask additional questions and I will give you the additional information you need to help me. Thanks again.

P.S. - Last year I created the database and this year I am improving it, so expect more posts from me in the future. I really appreciate all the help I get from everyone here!!!!

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Allowing Duplicate Data In A Query

Jun 13, 2007

I have a database that allows multiple entrys of the same information. I also have a report based on a query that pulls out said data.

I just need my query to pull out every record regardless if it is indentical to a previous one. I found under queries > design > properties there are two options unique values and unique records. According to a source online, these are what control allowing duplicates through, but I have swapped them around with no luck. Currently they are both set to "no".

Is there some other setting I have to switch up in order to allow the duplicates to come through?

Thanks

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May 1, 2013

I'm trying to build a form based on a table where the user can also enter data to update the table but with data fields not originally in the table. Below is a summary of what I have and what I need:

1.) A file that will be uploaded daily into a Table (ie name Denials extract table).
2.) A form bound to table Denials extract
3.) Additional fields that will be updated by users that is not included in this table b/c they are not available in the system we are getting the data extract from.
4.) The user will look up a key field that will allow them to review it in our system. Once they "work" the record, there will be multiple fields that they will update with this information that are not in the bound recordsource (table Denials extract).

Do I create another table with these fields even though they will be blank at first and make them a subform that will have a "primary key field" that will link the main form with the subform? Will they need to "update" a whole new table? Not really sure how that would work since they will be updating fields not in the bound table.

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Jul 1, 2006

I found this sample (http://home.earthlink.net/~mgf00/SelectDemo.zip) which allows you to move your selections from one listbox to another with four buttons (<<, <, > and >>) which is just perfect.

Well, almost, actually.

This is already set up to protect against duplicates and that's a good thing. However in my case, my uppers want me to allow duplicates. The code is beyond my ability and my attempts only caused more problems.

The code requires a unique index be generated when the selection is moved between the listbox. Duplicating the index will cause error, and my attempt to circumvent that has either failed totally or is inconsistent (e.g. works if it comes up with a unique value, but will fail if it happens to duplicate a key).

Can anyone show me how I can modify the code to allow for duplicates? The selections then will be looped into a many side table.

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Jan 20, 2015

I am fairly new to using access and am currently creating a database for a small bakery. They have new legislation whereby they have to list all their product ingredients and any allergens in the ingredients must be shown in bold.

So far I have 3 tables as follows:

Products (*ProductID, ProductName, Photo)
Ingredients (*IngredientID, Ingredient, Allergen)
Product_Ingredients (ProductID, IngredientID)

I have 2 forms set up:

one to input ingredients and a checkbox if it is an allergen

The other has a main form and subform to get ProductName, Photo and then a combo box in the subform to add ingredients.

Everything appears to be working ok but I have an issue with my subform. The combo box has no duplicates and lists the ingredients in alphabetical order as I require. However, if I view the subform separately from the main form I see that it is storing all the ingredients selected for each product. Therefore it is storing a lot of duplicate information.

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Jul 2, 2014

Any way to query duplicate data from two different fields from two different tables in the same access 2010 project. I first quried the first part since it combines the first 3 columns to create another value (i.e. 52 & 60 = 5260).

So I created the concatenative value but now I have to compare to another field to display what results are found in both the concatenative and the other (APN in the file). I tried using query wizard but it is for only one field. I understand you have to use joins but the destination filed is what gets me.

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Mar 4, 2008

Hello All,

I'm trying to limit the data entered into a specifc field, but also the data must be unique with respect to other fields.

i.e.
Two fields: System A & System B.
Data entered into System A, can not be entered into System B.

Anyway to prevent this from recurring?
Would I use a validation rule?

Thanks in advance

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Dec 25, 2014

I currently assign multiple 'skills' to departments using a listbox and a combo using the following code

Code:
Private Sub cmdSaveReq_Click()
Dim strSQL As String
Dim db As DAO.Database
Dim rs As DAO.Recordset

[Code]....

However as time goes on we may want to add new skills to the depts - ive used dcount to check if the data exists in one field before however how would it be possible to check to see if the data combination exists over deptid and skill

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Mar 30, 2006

hello,
Currently i have a database that holds information about computers. Each computer has a Service tag and is associated to a person. I need to be able to prevent duplicate service tags from being entered. I am using indexing and don't allow duplicates from the table design view. But, if a duplicate service tag is indeed entered, i want to inform the user who that service tag currently belongs too without having to search through the DB manually. I need then to give the user the option to delete the duplicated record they just entered or change the service tag that they just entered. Thanks.
Jared

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Apr 17, 2013

I'm currently working on a database that includes several tables with information about current and former employees. One of these tables has the training history for each employee, where the columns are the type of training (currently 37 types), and the data entered for each is either null or the date they completed the training.

I have a form bound to this table that allows the user to edit and add records, but additional types of training will surely be added in the future. I would like for the user to be able to click a button on the form that allows them to add a new training field to the form and underlying table. I understand that users should typically not be allowed to add new fields, but I can't think of a better way to account for the fact that new training will surely will be added in the future.

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Nov 1, 2012

I'm running an update query that's based on a select query (that runs some calculations). The update query is updating ALL the rows that should be updated with the information in the select query with data from the final row in the select query, and not on a per ID basis as I think I have it set-up to do. The data looks correct in the update query, but again it's not coming out right.

Here's the SQL for what I've written so far:

UPDATE [Customer_Data Query], Customer_Data INNER JOIN Baseline ON Customer_Data.ID = Baseline.ID SET Baseline.[Unit Hours] = [Customer_Data]![Dur_Days]*[Customer_Data]![Dur_Hours]*[Customer_Data]![Number_Units], Baseline.Availability = [Customer_Data]![Perceived_Avail], Baseline.[Hours Available] = [Customer_Data]![Dur_Days]*[Customer_Data]![Dur_Hours]*[Customer_Data]![Number_Units]*[Customer_Data]![Perceived_Avail],
[Code] ....

I've also tried to force the update to the proper row by adding a criteria based on ID.

Select query, here it is:

SELECT Customer_Data.ID, Customer_Data.Data_Set_Version, Customer_Data.Number_Units, Customer_Data.Perceived_Avail, Customer_Data.MTTR_MTBF, Customer_Data.MT_TR_OR_BF_Hours, Customer_Data.Utilization, Customer_Data.Percent_Scheduled, Customer_Data.Sched_Percent_of_PM, Customer_Data.Sched_PM_Duration, Customer_Data.Sched_CBM_Duration, Customer_Data.Sched_CBM_From_PM, Customer_Data.React_Detect, Customer_Data.React_Rework, Customer_Data.React_False_Alarms,

[Code] ....

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Oct 25, 2006

I've set up a booking system and am looking to stop the system recording double bookings.

I've 3 fields, RoomID, Date and Time that need to be searched, however I can't just simply set the properties to No Duplicates (as this would mean a booking cannot be made on the same day at 9:00 and 12:00 for example).

How can I do this?

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Preventing Duplicate Entries.

Nov 26, 2006

Hi again, thanks to all for the help given so far.

Is there anyway (other than making that field a primary key) to prevent the same value being entered into a different record?

E.g.

If under 'Name' Radion has already been written, I want an error message coming up saying there is already a record with radion.

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Oct 12, 2006

I am running a query to find out duplicate in two fields in one table. Postcode and Address Line 1. Can anyone tell me the formula for only picking up the first 6 charaters in the Address Line 1 field??? I cant remember how to do it!

HELP!

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Mar 8, 2007

I am using information pulled from a separate database to create a new database for mail merger purposes. I have created delete queries that go out and delete specific records from the new database to help us get the proper list before setting up the mail merge. However, now I am stuck. We have customers that have multiple accounts with us that are qualified for this mailing, yet each customer needs to receive only one mailing. The table looks like this essentially. Table 1id statCode acct custNumber* addy-etc. *This is the field in which we can find exact duplicates. What I need to do is remove the duplicate entries and leave at least one of the entries within the table. It does in fact need to remove the whole record, but as I said leave at least one of the records behind. Can someone please help me to find a solution to this. I guess I should add that I am not very good with Access and I use it very sparingly. I assume that the above can be accomplished using a SQL statement. Any help will be greatly appreciated. LR**EDIT** I also needed to add that I do need to exclude 000 00 0000 from being removed because of duplication.

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Jul 30, 2007

Is there a way to find and remove duplicate entries in tables by using queries.....if so, how specifically?

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Aug 2, 2006

Hi all,
I am currently using this code in the before Update event of the Surname Textbox on a form. The first Textbox is FirstName.
The second one is Surname.

************************************************** **

If (Not IsNull(DLookup("[FirstName]", _
"Employee", "[FirstName] ='" _
& Me!FirstName & "'"))) And (Not IsNull(DLookup("[Surname]", _
"Employee", "[Surname] ='" _
& Me!Surname & "'"))) Then
MsgBox "Someone already exists with the same name! Please check for duplicates", vbCritical, "IPDMS"
Me.Undo
End If

************************************************** **

However once the user has entered the surname and tries to save the record the MsgBox is coming up.
Basically what is happening is the first name is coming up as the duplicate entry only.
I need to prevent the whole name (first name and surname together) from being duplicated.

Thanks if you can help me.

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Oct 17, 2006

I have a booking form database
With a date field.
I want users to be warned when they try to enter a date that already exists in the database in order to avoid double booking:confused: .....

all suggestions appreciated:)

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Dec 28, 2006

Hello,

I'm new to using VBA for MS Access. May I enlist your help, Please.

I'm working on a human resources database for a group of employees. I'm trying to automate their login process after they have opened the database so that each employee's privacy is respected. Using an initial form, employees are separated into "New User" or "Returning User". My problem concerns setting up the "New User" in the database.

The New User is directed to form "frm_NU". The form has several unbound fields which are later carried to the table "tbl_Employees". Two of the fields on the form are used to create the EmployeeID. Those are Initials [INI] and Phone Extension [EXT]. The EmployeeID will be used in a filter so that only that employee's information is made available to the user (simulated Privacy).

Because the employees are unfamiliar with MS Access and its cryptic error messages, I need to create a message box which will give a plain English warning when a user attempts to use an existing ID to create a new record. [EmployeeID] is a field in the table. it is set as a key and does not allow duplicates.

When a new user enters his/her initials and phone extension I want the new ID to be compared to the table and if found, a message should appear. This is a preemptive strike to prevent the user from getting to the more cryptic MS Access error message.

I've tried using Dlookup and Dcount to try to pass some meaningful data to the If statement variable VarX to trigger the message box; assuming that Varx should be something other than Null or Empty

Dim EmpID As Variant
Dim VarX As Variant

EmpID = [INI] & [EXT]

VarX = DLookup([EmployeeID], "qry_Employees", [EmployeeID] = [EmpID])

If VarX <Is Not Empty> Then
X = MsgBox("Another record already exists by that name", vbOKOnly)
Else
Y = MsgBox("Passed", vbOKOnly)
End If

I keep getting an error at the DLookup formula or DCount formula saying: Run-time error; 2001 You canceled the previous operation. It also appears that the DLookup never looks up anything nor does DCount count anything even though I'm purposely entering duplicate information which exists in "qry_Employees". I was expecting VarX to be either the duplicate ID or a record number or record count or something.

Any ideas or constructive suggestions?

Thanks,

Goh

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Sep 10, 2004

hey,

sorry to bother everyone again, this is such a great forum, and ive gotten soo much help here.

i have a customer table, containing custRef, custName, drawerRef, Address, Phone, Fax

now it contains site addresses so the custName can be the same for quite a number of entries. no the combo box in my form obviously shows all entries for custName which means the same name repeated sometimes 6 or 7 times, as i only need to select one, is there a way without looking to different tables etc to just show unique entries. i dont want to list them all in another table because i dont know them all yet, so i want it to lookup the list as i enter them.

cheers

Baz

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Aug 6, 2006

Hi,
I have a rather large database that was built in Access '97 and recently converted to 2003. I have a couple problems now. I get an error message about not being able to update the form because it would create a duplicate value in the primary key, index, or relationship. (Error 3022) I didn't build this particular database so I'm not totally sure why somethings are done the way they are. I've spent a long time going through everything to try to understand the relationships and I've asked lots of people at work to look at it, but no one seems to understand why it's doing what it's doing. The Access Help information has helped me understand some things better, but not this problem. I've gone through every table and removed all primary keys and set all indexes to allow duplicates. Then, when I was looking at the relationships and object dependancies, I think everything looks to be in order. However, when i add info directly to the table instead of using the form, the form is not updated with the new info. the table keeps the information, but isn't communicating with the form and i suspect reverse is true which is where the error is coming from. But how do I detect that for sure and how can I fix it with out starting over? I've gone through and added data to one field in the form at a time to try and narrow down what field is causing the problem, but no matter what i get the same error. Is there a way to find out exactly what field is causing the error? Thanks for any help you can offer!

Alicia

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Jan 8, 2007

Hi everyone,

I'm aware of the wizard in MS Access that creates a new table containing duplicated entries that have been entered under one column, however, my problem is slightly more complex...

A contractor of mine has recorded information from CCTV surveys of sewers (not very glamorous I know!) in a Microsoft Access database. If you can imagine - the camera can be pushed along a pipe from both ends. Sometimes, the survey is abandoned in one direction and then repeated along the same length of pipe but from the other direction. The database contains (amongst other columns) a "start manhole" reference and a "end manhole" reference.
eg:

16014

As you can see, the information contained by both entries will be the same (as they are the same length of pipe). Therefore, I was wondering how I could get MS Access to:
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2. Create a table that hides the duplicated entry with a shorter "SectionLength" value.

Many thanks in advance.

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Aug 17, 2005

Hello

I am trying to get a 2nd combo working from the first .

I have a table called Keystage (tblKeystage) and I have also named my 1st combo cboKeystage. then by following the vba below I created another 6 tables with corresponding names and combo's.

Private Sub cboKeystage_AfterUpdate()

On Error Resume Next

Select Case cboKeystage.Value
Case "Foundation"
cboYear.RowSource = "tblFoundation"
Case "KS1"
cboYear.RowSource = "tblKSOne"
Case "KS2"
cboYear.RowSource = "tblKSTwo"
Case "KS3"
cboYear.RowSource = "tblKSThree"
Case "KS4"
cboYear.RowSource = "tblKSFour"
Case "Post16"
cboYear.RowSource = "tblPost"

End Select

End Sub

The combo boxes both work, brilliant. My problem is that when I enter another record and make a selection from the 1st combo box, it changes all the records.

Could somebody please help.
Thanks
Wong

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