RE: [ms_access] Re: A Job for Access?

Tue, 02 May 2006 23:17:56 -0700

Mike-

It's SQL.  Start a new Query, switch to SQL view, and paste in my code.  In
my example, I used your "sample" table.  You'll need to change the table
name if yours is different.

John Viescas, author
Building Microsoft Access Applications
Microsoft Office Access 2003 Inside Out
Running Microsoft Access 2000
SQL Queries for Mere Mortals
http://www.viescas.com/
(Paris, France)
For the inside scoop on Access 2007, see:
http://blogs.msdn.com/access/


-----Original Message-----
From: [email protected] [mailto:[EMAIL PROTECTED] On Behalf
Of takeadoe
Sent: Wednesday, May 03, 2006 3:24 AM
To: [email protected]
Subject: [ms_access] Re: A Job for Access?

John - I feel really stupid for asking this, but I'm not certain
where this code is to go.  My first thought was a module and my
second was in the SQL window of the SQL view.

Mike

--- In [email protected], "John Viescas" <[EMAIL PROTECTED]> wrote:
>
> Mike-
>
> First you need to understand that records in a table in a relational
> database have no inherent sequence unless you define one.  Just
because you
> "load" a batch into a table doesn't necessarily mean that the
records will
> appear in the same sequence as in the original source, so there is
logically
> no "previous" record.  Here is my suggested query again with an
explanation
> of what it is doing:
>
> UPDATE sample
> SET sample.harvest_month =
>   DLookUp("[harvest_month]","sample","[BatchNo] = "
>   & [BatchNo] & " And
>   (Day_Choice_1 Is Not Null Or Day_Choice_2 Is Not Null)"),
>
> sample.Day_Choice_1 =
>   DLookUp("[Day_Choice_1]","sample","[BatchNo] = "
>   & [BatchNo] & " And
>   (Day_Choice_1 Is Not Null Or Day_Choice_2 Is Not Null)"),
>
> sample.Day_Choice_2 =
>   DLookUp("[Day_Choice_2]","sample","[BatchNo] = "
>   & [BatchNo] & " And
>   (Day_Choice_1 Is Not Null Or Day_Choice_2 Is Not Null)")
>
> WHERE (((sample.Day_Choice_1) Is Null)
>   AND ((sample.Day_Choice_2) Is Null));
>
> UPDATE sample - tells the query engine that you want to change rows
in the
> sample table.
>
> The SET clause defines the changes to be made.  You can make
multiple
> assignments separated by commas.  The first assigns to the
harvest_month
> field a basically random value obtained by doing a "lookup" (the
DLookup
> function) for a row in the same batch number (the "[BatchNo] = " &
[BatchNo]
> part) that does not have an empty Day_Choice_1 or Day_Choice_2 date
(Is Not
> Null).
>
> The second assignment finds a Day_Choice_1 value from the same
batch from
> some other row that has a valid date in it.  The third fixes
Day_Choice_2.
>
> The WHERE clause tells the query engine to only update records that
have
> both and empty Day_Choice_1 and an empty Day_Choice_2.
>
> By way of further explanation, the DLookup function is merely a
simplified
> SELECT query.  The function has two required parameters and one
optional
> parameter:
>
> field name or _expression_
> table or query name
> optional filter
>
> So,
> DLookUp("[harvest_month]","sample","[BatchNo] = "
>   & [BatchNo] & " And
>   (Day_Choice_1 Is Not Null Or Day_Choice_2 Is Not Null)")
>
> .. is the same as saying in a subquery:
>
> (SELECT [harvest_month]
> FROM sample As S2
> WHERE S2.[BatchNo] = sample.[BatchNo] And
>   (S2.Day_Choice_1 Is Not Null Or S2.Day_Choice_2 Is Not Null))
>
> I didn't use a subquery because a subquery must return one and only
one
> value, but there might be multiple rows that meet the WHERE
criteria.
> DLookup solves the problem because it always returns just one
value - the
> first one it finds.
>
> To solve your blank weapon assignment problem, I would need to know
what
> dates define what seasons.  I could then assign via another UPDATE
query the
> proper weapon number based on the dates.  For records that fall in
the
> archery season, I can give you an _expression_ that will return
crossbow 55%
> of the time and vertical bow the other 45%.  It'll look something
like:
>
> = IIF(Rnd([BatchNo]) * 100 < 55, <crossbow value here>, <vertical
value
> here>)
>
> John Viescas, author
> Building Microsoft Access Applications
> Microsoft Office Access 2003 Inside Out
> Running Microsoft Access 2000
> SQL Queries for Mere Mortals
> http://www.viescas.com/
> (Paris, France)
> For the inside scoop on Access 2007, see:
> http://blogs.msdn.com/access/
>
>
>
> -----Original Message-----
> From: [email protected] [mailto:[EMAIL PROTECTED]
On Behalf
> Of takeadoe
> Sent: Thursday, April 20, 2006 8:33 AM
> To: [email protected]
> Subject: [ms_access] Re: A Job for Access?
>
>
> John,
>
> I've embedded my responses in your email below.
> --- In [email protected], "John Viescas" <JohnV@> wrote:
> >
> > Mike-
> >
> > I found three records in your sample that have no value in both
> Day_Choice_1
> > and Day_Choice_2. The first one is from batch number 2559, but
there
> are no
> > other records in that batch.
>
> The only reason there are no other records in the batch is because I
> pulled only those records where STATE = IN.  Normally, the odds are
> pretty slim that a record with a missing value is going to be the
first
> record in a batch or in a batch by itself.
>
> The second one is from batch 2672, and there's  one other record in
that
> batch that has a value of 19 in Day_Choice_2.   Would you assume
that
> the blank record in that batch should also be 19? The third record
is in
> batch 2944, and there are two other records in that batch  that
have the
> value 1 in Day_Choice_1.
>
> Yes. Again, under normal circumstances, average batch size is about
200
> records.   And many of the records in the batch will have the same
or
> nearly the same date.  Thus, when a record is missing a date or has
an
> invalid date, I would like to set its date equal to the previous
> record's date, provided of course that it was valid.  And to
simplify
> our life a little, I think we can eliminate BATCH because the
records
> will enter in the database by batch.  As long as I don't sort them,
> adjacent records will always be from the same batch and rarely will
> there be > 2 or 3 records in a row with bad or missing date values.
>
>
> > So, you can fix two of the three records with a query like:
>
> I really need some help deciphering this code.   I'll take a stab
at the
> overall goal of the code if you'll be so kind as to fill in the
blanks.
> First, your "sample.variable_name" statements are placing values
for the
> respective variables into memory (provided the criteria are met,
which
> in this case are nonmissing values DAY_CHOICE1 and DAY_CHOICE2) for
the
> purpose of populating those records that meet the criteria of your
WHERE
> statement, i.e., records with missing values for DAY_CHOICE1 and
> DAY_CHOICE2.  The only thing that I can't get my head wrapped
around is
> the following code:
>
> [BatchNo] = " & [BatchNo] & "
>
> My guess is that you are specifying that the batch of the record
meeting
> the WHERE conditions must be equal to the batch of the record
meeting
> the criteria in your DLOOKUP function.  I'm not clear on the &
either.
> I know that it joins the variables or _expression_ results on either
side
> of it, but I'm not exactly sure what it is returning in this case.
>
>
> > UPDATE sample
> > SET sample.harvest_month =
> DLookUp("[harvest_month]","sample","[BatchNo] = "
> > & [BatchNo] & " And (Day_Choice_1 Is Not Null Or Day_Choice_2 Is
Not
> > Null)"),
> > sample.Day_Choice_1 = DLookUp
("[Day_Choice_1]","sample","[BatchNo] = "
> &
> > [BatchNo] & " And (Day_Choice_1 Is Not Null Or Day_Choice_2 Is Not
> Null)"),
> > sample.Day_Choice_2 = DLookUp
("[Day_Choice_2]","sample","[BatchNo] = "
> &
> > [BatchNo] & " And (Day_Choice_1 Is Not Null Or Day_Choice_2 Is Not
> Null)")
> > WHERE (((sample.Day_Choice_1) Is Null) AND ((sample.Day_Choice_2)
Is
> Null));
> >
> > I found 10 records with nothing in the weapon column. I see other
> weapon
> > values from 1 to 5. What values do you want to "randomly" assign
to
> the
> > blank ones? Is a date test also involved?
>
> In the end, each deer is assigned to one of 3 seasons - gun,
archery,
> muzzleloader.   As you would imagine, each season has dates, which
means
> that records are assigned to season using date.  In the case of the
> shotgun season, we can use weapon to assign it to a season, since a
> shotgun is only valid during the gun season.  However, if weapon is
> muzzleloader, which is valid in both the gun and muzzleloader
season,
> date must be used.  My question regarding random assignment to
seasons
> deals specifically with archery or bow kills.  Since Ohio hunters
can
> use both crossbow and vertical bows during the archery season, it
is not
> enough to assign records that fall within the archery season dates,
to
> the archery season.  They must also be classified as either
crossbow or
> longbow kill.  The way that I've handled archery kills with no
weapon is
> as follows:  Annually, 55% of the known archery kills are crossbow
and
> 45% vertical.  Thus, if I have 100 archery kills without a weapon
type,
> I randomly select 55 and 45 and assign them to crossbow and vertical
> bow, respectively.  This is where the random assignment of weapon
type
> comes into play.
>
> I think that is it for now.  Again, I want to thank you for your
time
> thus far, and look forward to hearing from you.
>
> Mike
>
>
>
>
> > John Viescas, author
> > Building Microsoft Access Applications
> > Microsoft Office Access 2003 Inside Out
> > Running Microsoft Access 2000
> > SQL Queries for Mere Mortals
> > http://www.viescas.com/
> > (Paris, France)
> > For the inside scoop on Access 2007, see:
> > http://blogs.msdn.com/access/
> >
> >
> > -----Original Message-----
> > From: [email protected]
[mailto:[EMAIL PROTECTED] On
> Behalf
> > Of takeadoe
> > Sent: Wednesday, April 19, 2006 8:26 AM
> > To: [email protected]
> > Subject: [ms_access] Re: A Job for Access?
> >
> > John,
> >
> > I've uploaded a small sample of data and called it db1. The file
> > description is "Deer Harvest Data." A couple of comments about the
> > file. Either Day_choice 1 or day_choice_2 holds the day of the
> > month the deer was harvested. Its a long story as to why it is set
> > up that way, but in short it has to do with the design of the form
> > that is used to collect the data. In another version of this
table,
> > I actually created a date variable by combining the information
from
> > the harvest month and day choice fields and assigned year based on
> > harvest month. From what I recall, it really didn't work that well
> > though. Since our season runs through Jan. year was 2006 when
> > hrvst_month was 1 and 2005 for all others.
> >
> > That's it for now. If you have additional questions, holler.
> >
> > Mike
> >
> > --- In [email protected], "John Viescas" JohnV@ wrote:
> > >
> > > Mike-
> > >
> > > Sorry, I don't "speak" SAS. You can zip and upload a sample
> > database to the
> > > files section of this Yahoo list.
> > > http://groups.yahoo.com/group/ms_access/files/
> > >
> > > John Viescas, author
> > > Building Microsoft Access Applications
> > > Microsoft Office Access 2003 Inside Out
> > > Running Microsoft Access 2000
> > > SQL Queries for Mere Mortals
> > > http://www.viescas.com/
> > > For the inside scoop on Access 2007, see:
> > > http://blogs.msdn.com/access/
> > >
> > >
> > > -----Original Message-----
> > > From: [email protected]
[mailto:[EMAIL PROTECTED]
> > On Behalf
> > > Of takeadoe
> > > Sent: Tuesday, April 18, 2006 8:31 AM
> > > To: [email protected]
> > > Subject: [ms_access] Re: A Job for Access?
> > >
> > >
> > > Hi John,
> > >
> > > First, I'd like to thank you for taking the time to reply. I
know
> > > everyone is busy, so thank you! PREVIOUS RECORD - Our forms are
> > > delivered in batches from deer check stations all over the
state.
> > The
> > > records are scanned as batches, which means that there is a very
> > good
> > > chance the if a record is missing a date, its probably a good
bet
> > that
> > > the date on the previous record (from the same check station) in
> > the
> > > batch is either going to be the correct date (for busy times of
the
> > > hunting season) or very close to the actual date of harvest. The
> > SAS
> > > code below is used for this purpose. As for a peek at the
> > structure of
> > > the table, I would be delighted to send you a small sample of
the
> > data
> > > if you'd like to give me an email address or other directions on
> > how I
> > > might get it to you. At any rate, thank you for taking time to
> > reply.
> > >
> > > Mike
> > >
> > >
> >
*********************************************************************
> > ***\
> > > ***************************
> > >
> > > ADDRESSES DATE ISSUES - CONVERTS DATE VARIABLES TO SAS DATE
VALUE
> > AND
> > > ASSIGNS A DATE TO RECORDS
> > >
> > > WITH MISSING VALUES
> > >
> > >
> >
*********************************************************************
> > ***\
> > > ***************************;
> > >
> > >
> > >
> > > DATA TEMP.A;
> > >
> > > LENGTH ORIGINALDATE $ 30;
> > >
> > > SET SASUSER.QURY5798;
> > >
> > >
> > >
> > > IF ('01OCT05'd LE DATE LE '31JAN06'd) THEN DO;
> > >
> > > ORIGINALDATE='GOOD';
> > >
> > > END;
> > >
> > >
> > >
> > > ELSE DO;
> > >
> > > ORIGINALDATE='BAD';
> > >
> > > END;
> > >
> > >
> > >
> > > RUN;
> > >
> > >
> > >
> > >
> > >
> > > DATA TEMP.B;
> > >
> > > RETAIN NEWDATE_RETAINED;
> > >
> > > SET;
> > >
> > > IF ORIGINALDATE='GOOD' THEN DO;
> > >
> > > NEWDATE_RETAINED=DATE;
> > >
> > > END;
> > >
> > > DATA TEMP.C;
> > >
> > > SET;
> > >
> > > DROP DATE;
> > >
> > >
> > >
> > > DATA TEMP.D;
> > >
> > > SET;
> > >
> > > RENAME NEWDATE_RETAINED=DATE;
> > >
> > >
> > >
> > > RUN;
> > >
> > >
> > >
> > >
> > >
> > >
> > >
> > >
> > > --- In [email protected], "John Viescas" <JohnV@> wrote:
> > > >
> > > > Mike-
> > > >
> > > > Maybe. What constitutes "most recent" record for assigning
> > dates? If
> > > > there's some other valid field in the data that gives you the
> > most
> > > recent
> > > > record, you can perhaps use a query to assign the missing
dates.
> > You
> > > can
> > > > definitely use a query to "randomly" assing crossbow or
longbow
> > to
> > > weapon
> > > > type. I'd need to know more specifics about the structure of
the
> > table
> > > -
> > > > the table name and relevant field names - to give you a more
> > specific
> > > > answer.
> > > >
> > > > John Viescas, author
> > > > Building Microsoft Access Applications
> > > > Microsoft Office Access 2003 Inside Out
> > > > Running Microsoft Access 2000
> > > > SQL Queries for Mere Mortals
> > > > http://www.viescas.com/
> > > > (Paris, France)
> > > > For the inside scoop on Access 2007, see:
> > > > http://blogs.msdn.com/access/
> > > >
> > > >
> > > > -----Original Message-----
> > > > From: [email protected]
> > [mailto:[EMAIL PROTECTED] On
> > > Behalf
> > > > Of takeadoe
> > > > Sent: Monday, April 17, 2006 9:05 PM
> > > > To: [email protected]
> > > > Subject: [ms_access] A Job for Access?
> > > >
> > > > Hey Gang, I'm gearing up to retool for the upcoming deer
season
> > here
> > > > in Ohio and I could use some help with very general questions
> > about
> > > > direction. I will be scanning nearly 210,000 forms that
capture
> > deer
> > > > harvest information. We use Verity's Teleform V9 enterprise to
> > > > capture the scanned data.
> > > >
> > > > To date, I've not done any scripting (essentially VBA) and
have
> > not
> > > > set up any real fancy rules during verification. If there are
> > bad or
> > > > missing values, they end up as bad or missing values in the
> > Access
> > > > database. From there, the data are imported into SAS, which is
> > where
> > > > I clean the data and replace missing and bad values. I've also
> > used
> > > > SAS to assign values to each record based on the scanned
> > information.
> > > > For instance, HARVEST DATE is used to assign each record to a
> > SEASON
> > > > (gun, crossbow, handgun, etc) and records with missing date
> > values
> > > > are assigned a valid date using the most recent record with a
> > valid
> > > > date value (valid in this case is legal season dates). Other
> > things
> > > > that I've used SAS to do is randomly assign records to one of
two
> > > > seasons when the weapon type is missing (archers can use
either a
> > > > crossbow or longbow during the archery season - a valid date
only
> > > > tells you it was an archery harvest, but you have no idea if
it
> > was a
> > > > crossbow or longbow). Long story short, in the end, all or
> > nearly all
> > > > of the records are made "complete" with the help of SAS. My
> > question
> > > > for the group is can Access do things like this or should I
try
> > and
> > > > have the data as clean as possible before it gets to Access?
> > > > Unfortunately, to clean if before it gets to Access means
that I
> > have
> > > > to learn to write custom scripts and I'm not sure how much I
can
> > do
> > > > with scripting. In case it isn't immediately obvious, I KNOW
> > LITTLE
> > > > MORE THAN HOW TO SPELL ACCESS, but I'm anxious to learn!
> > > >
> > > >
> > > > So you see, I really am at a critical point - do I learn what
> > amounts
> > > > to VBA or focus more on Access and figure out how to make it
do
> > what
> > > > I want?
> > > >
> > > >
> > > > Any and all help on this is truly appreciated!
> > > >
> > > >
> > > > Regards,
> > > >
> > > >
> > > > Mike
> > > >
> > > >
> > > >
> > > >
> > > >
> > > >
> > > >
> > > >
> > > > Yahoo! Groups Links
> > > >
> > >
> > >
> > >
> > >
> > > [Non-text portions of this message have been removed]
> > >
> > >
> > >
> > >
> > > Yahoo! Groups Links
> > >
> >
> >
> >
> >
> >
> >
> >
> >
> > Yahoo! Groups Links
> >
>
>
>
>
>
>
>
>
> 
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