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Part II:
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Validating or Restricting Data in Forms
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Access gives you several ways to validate or restrict data entered in forms You can create controls, such as check boxes, that limit the data to Yes/No values or a list box that requires a value be chosen from the list You can also set certain form and control properties that limit or restrict data entry
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Validating with Properties
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When you designed your tables, you set field properties to help ensure valid data You created input masks, entered validation rules, and specified default values for some of the fields This is the preferred way to validate data because you have to do it only once Any bound control you add to a form inherits the properties you set in the table design If you wait and add the validations and restrictions to a form, you need to do it for every form that refers to that data Sometimes, however, you might want to superimpose more validation in the form For example, you might want to display different error messages when the data is invalid or prevent any data from being entered in a field If you want to validate unbound controls, you must do it in the form design because they have no ties to a table The validation rules for controls in a form are created the same as for a field in table design You can get help from the Expression Builder if you need it The Default Value, Validation Rule, Validation Text, and Input Mask properties are the same as for table fields Three form properties determine the liberties the user can take with data in the form: Allow Edit, Allow Additions, or Allow Deletions Set these to Yes or No You can also set the Data Entry property to Yes so that the user sees only an empty form with no existing data Each control has two additional properties: Enabled and Locked If the control is enabled, it can receive focus If the control is locked, the control becomes read-only and you can t change it in Form view If you set one of these properties in the table design and set the same property to a different value in the form design, the bound control property in the form overrides the field property in the table For example, if you want to set the default value for a date field to today s date in the form instead of the value set as the field property in the table design, type =Date() in the control s Default Value property box This takes precedence over the setting in the field property Validation rules are applied in the following order: 1 Rule specified by a macro or event procedure that responds to the Before Update event 2 Rule specified as the control Validation Rule property 3 Rule specified as the field Validation Rule property 4 Rule specified as the table Record Validation Rule property
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C AUTION If you change any of the validation rules in table Design view, these changes are enforced on
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12:
Customizing Forms
You can combine property settings to accomplish specific purposes For example, if you want the form to be read-only, set Allow Edits, Allow Additions, and Allow Deletions all to No Combining the Enabled and Locked property settings for a control can create custom results, as shown in Table 12-1 You can also combine the Enabled and Tab Stop properties If you set Enabled to Yes and Tab Stop to No, the control can t be selected by pressing tab, but it can still be selected by clicking the control or its label
Validating with Events
Attaching macros or event procedures to form and control event properties can give you additional flexibility and power over data entry For example, you can require that at least two of three fields must be filled in before you can save the record You would also use an event procedure if the validation refers to controls on other forms or if the control contains a function If you want to validate the data before the whole record is updated, add the procedure to a form event To validate the data before moving to the next control, add the procedure to a control event Table 12-2 shows a few of the form and control events that you can use for data validation See 18 for more information about events and their sequence of occurrence, and how to make the macros that will carry out the actual validation
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