Value List to Lookup Info.

[Matt_]

Please bear with me here.. I'm not sure if this is the right place to put this because it deals with Value Lists, Relationships and Defining Fields.

Here's my dilemma. I'm working on a school info. DB and I'm working on the attendance section of it. There are 2 methods for data entry.

• Barcode scan sheets. -Secretary scans sheet containing barcodes for CourseCode and Student Number. He/She must then enter the attendance code either manually or by scanning a reference card containing the attendance codes.
  
• Manual entry -Secretary selects full student name (LastName, FirstName) from a value list and then enters the attendance code.
  

My problem is caused by the latter or the 2 methods. Right now, with the automatic method - once the student number is scanned/entered, the FirstName and LastName fields do a lookup in the StudentInformation table for the apropriate values. The name is then displayed in the upper-right hand corner.

When the name is selected manually from the list, I need the student number to be automatically looked up and entered into the StudentNumber field in the Attendance table.

I've attached a copy of what the entry screen currently looks like for reference.

Thanks kindly.

Edited December 27, 2005 by Guest

[Himitsu]

ok... so what I am getting at is that your problem is on the second entry way, it isn't updating the student ID number??? I need a little more information such as, what is the relationship the valuelist is using? could you please post the file and we could have a better go at it...

[Matt_]

The file is attached. There's only 1 student in there (student # 123456789) and 1 class (Course Code: CHV2OH-01). The list of names is the "StudentNameList"

Thanks again.

SchoolAdmin.zip

[Himitsu]

here are some additions... I just made a valuelist based on the student ID number. The problem with this is that when the teacher enters the field to barcode it, a pop up will come... they will have to click a second time to get out of the popup select mode before they can scan... another way is to put the same field next to it for a manual input. I didn't do it, but it is easy. I will do it in just a minute to show you how that goes.

The second thing I did is that the legal name and pref. name, last name, middle name is most of the time the same. So, what I did is as you type the legal names in, it adds it to the pref. name. You can then modify if it differs from that... just a handy way to keep things moving faster.

Third, I noticed your ID numbers for students are not set up for a specific way... I put an auto enter serial number with a set of numbers. That is a better way to stay unified on numbers.

SchoolAdmin.zip

[Matt_]

Thanks a bunch for your help. Good call on the preferred name thing as well! I never thought about that.

I see what your reasoning for the student ID valuelist is. The reason for the name list was that a secretary could easily and quickly pull up/enter attendance for a student by selecting the name vs. typing the student ID in.

Not a HUGE problem, I can easily work around it...

[Himitsu]

sorry... I didn't finish it all the way...now if you look at the popup list, it will show the full name so you know what name to select... I used a field called studenNameUID... or something like that... but I had set it to the legal name... I think I did that first then found out about the preffered name... you can change that by looking at the calc... it is pretty straight foward.

SchoolAdmin.zip

[Matt_]

Thanks a bunch for your help, everything works wonderfully now! I appreciate it :