RFil20/97 Version 3.0 Readme

Steve Nyberg 3/24/98
email:    stevenyberg@earthlink.net
or email: stevenyberg@yahoo.com
web page: home.earthlink.net/~stevenyberg/access/

**** Use Edit-WordWrap for best results in Notepad ****


Overview of RFil Version 3.0:
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RFil Version 3.0 is a method for filtering reports in Microsoft Access databases. It consists of three forms which you can bring into your database, and they can be used to create create, edit, run, copy, and rename report filters. The "Basic" Filtering Menu is easy enough for novice users to run report filters, and the "Advanced" Filtering Menu is powerful enough for more advanced users.


Features:
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Basic Filtering Menu:
Picklist of available reports.
Picklists of all fields behind the selected report.
Picklists of common expressions for filter criteria.
Optional picklists of real values for the selected fields.
Preview, Print, and Count buttons for running the filtered report.
Reset buttons to clear out the current criteria.
Checkbox for temporarily ignoring selected criteria without clearing it.
Button to view the table of report information.


Advanced Filtering Menu:
Picklist of available reports.
List box of all saved filters for the selected report.
New, Edit, Copy, Delete, and Rename buttons for the selected report and its filters.
Filters are saved as queries, and the regular Access query grid is used for editing.
Preview, Print, and Count buttons for running the filtered report.
Double-click behavior can provide quick access to the report filters.
Button to view or edit the report's recordsource directly.
Button to automatically fill the table with information on all reports in the database.
Button to view the table of report information.


How Does RFil Work?
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RFil is based on a table of information about the reports in your database. This table contains the report names and recordsources (tables or queries), and is used to create picklists of fields and values, and to find and create filter queries.

The Basic Filtering Menu has 6 picklists which are dynamically set to show all the fields in the recordsource behind the report you select. Then, the optional value picklists show the unique values that it finds in that recordsource. When you click on Print, Preview, or Count, it creates a valid "Where" clause taking into account the field type and using the correct syntax. Then it opens the report or does a DCount with that Where clause. 

The Advanced Filtering Menu works quite differently. When you select a report, it performs a quick search of the queries in your database to find those which are based on the recordsource (column 2 of the report picklist). By definition, a filter is directly based on the main objects' recordsource. Combined with the required first few characters (default is "rf"), it can fill the listbox with the available filters very quickly. When creating a new filter, it will make a new query based on the recordsource of the current report.


Demo of RFil:
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The zipped or self-extracting file contains the database with all the components of RFil Version 3 plus two sample reports using a sample set of data.
 
When you open the database, it will open up to the menu, where you can select from either the Basic or Advanced Filtering Menu. You will see the two reports in the report picklists. 

On the Advanced Menu, there are some sample filters which appear when you select a report.

On the Basic Menu, you can select a report and then you'll see picklists of the fields behind the report. Some Basic filters you can try: 
State = CO
City Like Denv*
Amount >= 1000
Date1 Between 1/1/98 (and) 4/1/98


Setting Up RFil:
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To use RFil, follow these steps:
First, import the 3 forms from RFil into your database. 
Second, import the table "tblRFil3Reports" with "structure-only" (ie no data).

Optionally, you can automatically fill the table with information on your reports:  Open the Advanced Filtering Menu after it has been imported into your database. Click on the "Initially Populate Report Table" button. Follow the instructions and it will be complete in a minute or two. (Important Note: If your database has security, your Access username must have permissions to read the design of all reports for this to work! If an error occurs, it will prompt you to skip that report or halt.)

If you decide not to run the above feature, then you need to manually fill the table with information on your reports - the exact report name and exact recordsource (shown in the properties of the report.)

Finally, you can add a button on your existing Main menu that opens up the RFil menu.



Limitations:
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Any filtering technique in Access has limitations, and RFil is no exception. Overall, the Basic Filtering Menu is much more limited than the Advanced Filtering Menu.

Basic Filtering Menu Limitations:
It can filter by up to 6 different fields at a time.
It uses "AND" logic only, not "OR" logic, unless you use the "In List" expression for a field.
Filters cannot be saved.
Field and value picklists are dynamic and cannot be hardcoded with values or SQL text.
Value picklists can be slow to view if the set of data is large (>5000).


Advanced Filtering Menu Limitations: 
"Runtime" Access users cannot edit or create new filters (those buttons are greyed out).
Filters must have valid query names - unique, limited in length and character content.  (Access 2.0 filter names are limited to the width of the inputbox. Use brief names.)
In a secure database, permissions must be set to allow users to create and edit queries.




Credit / Licensing:
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RFil can be used free of charge, with no limitations. I'd be grateful if you keep the "Credit" button available, but its not required.

If I was a lawyer, there'd be a dozen paragraphs here full of disclaimers, but suffice it to say: you are on your own. I will provide limited support via email at the addresses listed at the top, and I will make every effort to provide bug fixes if you spot any. These fixes would be placed on my web site also listed at the top.


Thanks for trying RFil!













