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Understanding Report Differences in an Access Project
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To understand the report differences in an Access project, open the LawTrack Contacts project file (Contacts.adp), and then open the rptProductsPlain report in Print Preview. Figure 20-1 on the next page shows the report in Print Preview. (This is one of the few reports in the sample project file that does not have a custom menu or a custom toolbar.) Notice that the navigation bar at the bottom of the report includes the Cancel Query and Max Records buttons that you can see on forms in a project, but they are disabled. When you re viewing reports in a project file, these buttons are always disabled. Unlike forms, Access project reports always fetch all records before displaying any data. Keep in mind that a report represents a complete summary of information that is meant to be displayed or 701
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Part 4: Designing an Access Project
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Microsoft Office Access 2003 Inside Out printed, not updated. A report might include grouping or totals that requires the entire recordset in order to be calculated correctly. If a report only returned a partial recordset, totals and averages included in the report would be inaccurate.
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Part 4: Designing an Access Project
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Figure 20-1. A report in a project file in Print Preview.
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Because reports always return all the rows in the record source, it is important to limit the record source to only the rows that the user needs to see. If a large report returns mostly unnecessary information, a lot of time and server resources will be wasted. Instead, try to create recordsets that return only the data that the user needs to view. For example, you might want to print a report about companies that have a training department or the invoices for a specific company and date. You can do this by using a variety of methods, such as building queries as record sources that limit the size of the recordset, using server filters, or using code to build or filter the recordset based on the choices of the user (searching for a record) in a form before opening the report. Using methods like these make the database easier to use and also lower the strain you place on the server.
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Setting Project Report Properties
Let s take a look at some of the new properties you can set for a report in an Access project. Click the View button on the toolbar to switch the rptProductsPlain report to Design view. (If you didn t open the report previously, then select it in the Database window and click the Design button on the Database window toolbar.) Open the Properties window by choosing Properties from the View menu. Select the Data tab to see the data properties for the report, as shown in Figure 20-2. Record Source Qualifier, Server Filter, and Input Parameters are properties that you ll find in reports in an Access project (.adp) but not in reports in an Access desktop database (.mdb). 702
Part 1: Part Title
Building Reports in an Access Project
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Figure 20-2. The data properties of a report in an Access project file.
Table 20-1.
Additional Report Properties in an Access Project
Data
Property
Record Source Qualifier
Description
Identifies the SQL Server owner of the record source for this report. Unless a different owner has been specified by an administrator on SQL Server, this value is normally dbo (short for database owner). Specifies a filter that Access sends to the server to limit the rows fetched from the server when the user opens the report. Allows you to specify the values of any input parameters that are used in the SQL record source of the report.
Server Filter
Data
Input Parameters
Data
Working with Server Filters
As you learned in 19, when you specify a server filter, Access includes the filter in the request it sends to the server. The server selects the rows that meet the criteria in the server filter and sends only the requested data back to Access. Server filters are advantageous because they reduce the size of the recordset, fetching only the data the user needs to see. You can also set the Filter property on a report, but Access doesn t apply that filter until it has fetched all the unfiltered data from the server. Using a server filter cuts down on the time a server must spend processing the recordset and eliminates the time that Access would otherwise spend applying the filter on your client machine. You can imagine that using a server filter can have 703
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