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Part 2: Building a Microsoft Access Desktop Application
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You might use a query like the one in Figure 8-1 as the basis for a report on reservations by facility. However, such a report would probably also need to include the employee name and department to be truly useful. Switch back to Design view, click the Show Table button on the toolbar (or choose Show Table from the Query menu) and add tblEmployees and tblDepartments to the query. Tip If you have enough room on your screen to place the Database window and the Query window side by side, you can also drag and drop any table or query from the Database window to your query.
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Building Complex Queries You ll run into a small problem when you add tblDepartments to your query: There are two relationships defined between tblDepartments and tblEmployees. First, each employee must have a valid department assigned, so there s a relationship on DepartmentID. Also, any manager for a department must be an employee of the department, and an employee can manage only one department, so there s a second relationship defined between EmployeeNumber in tblEmployees and ManagerNumber in tblDepartments. The query designer doesn t know which relationship you want to use as a join in this query, so it includes them both in the query grid. If you leave both join lines in your query, you ll see only reservations for managers of departments because the join between EmployeeNumber in tblEmployees and ManagerNumber in tblDepartments forces the query to only include employees who are also managers. You should click on the join line between EmployeeNumber in tblEmployees and ManagerNumber in tblDepartments and press the Delete key to remove the join. If you re going to use this query in a report, you probably don t need the EmployeeNumber and FacilityID from tblReservations, so you can delete them. Next click on RoomNumber and choose Column from the Insert menu to give you a blank column to work with. You need the employee name for your report, but you most likely don t need the separate FirstName, MiddleName, and LastName fields. Use the blank column to create an expression as follows:
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EmpName: tblEmployees.FirstName & " " & (tblEmployees.MiddleName + " ") & LastName
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Figure 8-3. Creating a complex query using four tables.
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Part 2: Building a Microsoft Access Desktop Application
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Note that you re using the little trick, which you learned in the previous chapter: using an arithmetic operation to eliminate the potential extra blank when an employee has no middle name. Drag and drop the Department field from tblDepartments on top of RoomNumber in the Design grid this should place it between the EmpName field you just defined and RoomNumber. Your query grid should now look like Figure 8-3.
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Part 1: Part Title
Microsoft Office Access 2003 Inside Out You can switch to Datasheet view to see the results of your work as shown in Figure 8-4.
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Part 2: Building a Microsoft Access Desktop Application
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Figure 8-4. The recordset of the query shown in Figure 8-3.
Do you notice anything strange about the sequence of rows Why aren t the rows sorted by facility name and then perhaps employee name If you were to put the EmployeeNumber back into the query grid and take a look at the data again, you would discover that Access sorted the rows by EmployeeNumber and then by ReservationID. Access looked at all the information you requested and then figured out the quickest way to give you the answer probably by fetching rows from tblEmployee first (which are sorted on the primary key, EmployeeID) and then fetching the matching rows from tblReservations. Remember from the previous chapter that the only way you can guarantee the sequence of rows is to specify a sort on the fields you want. In this case, you might want to sort by facility name, employee last name, employee first name, and check-in date. You buried first name and last name in the EmpName expression, so you can t use that field to sort the data by last name. You can find the correct answer saved as qxmplSortReservations in the sample database. (Hint: You need to add tblEmployees.LastName and tblEmployees.FirstName to the grid to be able to specify the sort.)
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