How to Mark a Record as Printed in MS Access

In this article, users will learn how to mark a record as printed in MS Access.

Handling tons of data can be a big challenge when using MS Access. Similarly to remember which records were printed and which were not printed can often get confusing. In order to keep a track of above-mentioned issue, Microsoft has created a sign which allows users in identifying the printed records from the un-printed ones. But this is not the only issue. It is also difficult to tell previewing from printing. As while a user commands to print a file it is previewed on the screen and then it is printed. But printer being externally operated machine can face paper jams, run out of toner or ink or sometimes it can also be turned off by anyone before the job is completed.

So it is better for the user if he/she marks the record as ‘print run’ before he/she makes the print command. In this way, the user will be able to resend the batch in case of any interruption in the printing. If the user has a record time and date of when these files were printed, then they can reprint them according to their requirement.

So, users should use Number fields instead of using yes/no fields for indicating whether a record has been printed or not. These Number Fields can be stored according to their batch number. This number will remain blank until the record is not printed. Then it will contain the numeric value of the batch which was printed. In case of interruption, the user can send the print command again.

Assign number first, and then run print Command for each batch

The database comprises a table where the user enters new members (tblMember), plus another table which is responsible for storing and tracking all the print runs (tblBatch.) When a user enters a new member in the table, he/she leaves the BatchID blank.

When the user is ready for printing the records of the new members, he/she can open them from frmBatch. Then they need to select button at the top called ‘Create New Batch’. It will automatically create a new entry in the tblBatch. Then it will assign the batch number of this new entry with all the members which are yet to be printed (by entering the code, BatchID is null). Now the user needs to click on the Print Selected Batch for printing these records. Now the system will print the batch, and also filter your record.

Using this method user will be able to know if and when their records were printed. In case of an interruption in the procedure, the user will be able to resend the batch without any hassle. Using this method user can even undo and edit their batches if necessary.

For Tracking the Time when each record was printed

Since a user can print one record multiple times, he/she will need another table for storing that information.

• BatchID – comprises of tblBatch.BatchID data
• MemberID – comprises of tblMember.MemberID data

So if batch 3 contains 11 members, the user can add 11 records to the table then he/she can print the matching records using a query which can filter only one batch.

This will help the user in storing the entire history of every time a record is or was printed.

While using MS Access always make it a point to immediately initiate a database recovery the moment you notice any Access damage. The first signs of these come through data errors or an exceedingly slow performing database. Turn in to a professional tool like DataNumen Access Repair to handle such scenarios with aplomb.

Author Introduction:

Vivian Stevens is a data recovery expert in DataNumen, Inc., which is the world leader in data recovery technologies, including mdf repair and excel recovery software products. For more information visit www.datanumen.com