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The material below originally appeared in Alison Balter's book Mastering Microsoft Office Access 2007 Development. Reprinted here by author's permission. There may be references to "Figures" or "Chapters"that are not reprintable and are not used on this page.

Microsoft Access Action Arguments

As mentioned, macro action arguments are like command or function parameters; they give Access specific instructions on how to execute the selected macro action. The available arguments differ depending on what macro action has been selected. Some macro action arguments force you to select from a drop-down list of appropriate choices; others allow you to enter a valid Access expression. Macro action arguments are automatically filled in when you click and drag a Table, Query, Form, Report, or Module object to the Macro Design window. In all other situations, you must supply Access with the arguments required to properly execute a macro action. To specify a macro action argument, follow these five steps:

1. Select a macro action.


2. Press the F6 function key to jump down to the first macro action argument for the selected macro action.


3. If the macro action argument requires selecting from a list of valid choices, click to open the drop-down list of available choices for the first macro action argument associated with the selected macro action. Figure 7.4 shows all the available choices for the Form Name argument associated with the OpenForm action. Because the selected argument is Form Name, the names of all the forms included in the database are displayed in the drop-down list action, for example.


4. After you click in the Where Condition text box, an ellipsis appears. If you click on the ellipsis, the Expression Builder dialog box is invoked.


5. To build an appropriate expression, select a database object from the list box on the left; then select a specific element from the center and right list boxes. Click Paste to paste the element into the text box. In Figure 7.5, the currently selected database object is Built-in Functions, and the currently selected elements are Date/Time and Date. Click OK to close the Expression Builder. The completed expression appears.

Remember that each macro action has different macro action arguments. Some of the arguments associated with a particular macro action are required, and others are optional. If you need help on a particular macro action argument, click in the argument and Access gives you a short description of that argument. If you need more help, press F1 to see Help for the macro action and all its arguments.

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Author Attribution

The preceding information originally appeared in Alison Balter's book Mastering Microsoft Office Access 2007 Development and is reprinted here with the author's permission.

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Expert Microsoft Access Programmer In Corpus Christi, TX

For over 25 years, MS Access Solutions has been dedicated to crafting tailored database applications for businesses in Corpus Christi, Texas. Our extensive experience spans many industries, including such as healthcare, government, military, academia, agriculture, human resources, and insurance. We specialize in advanced Microsoft Access and SQL Server database programming, ensuring solutions that align seamlessly with your business requirements. Whether it's repairing Access forms, fixing reports, troubleshooting queries, creating or correcting macros, or resolving VBA code issues, our team is committed to delivering reliable and robust Microsoft Access database applications that meet your operational needs. To discuss how we can support your business, please contact us at (323) 285-0939.

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Find more information about MS Access Solutions at the Microsoft Access Programmer El Paso, Texas web page.

Mastering Microsoft Access Action Arguments: The Key to Powerful Database Automation

At MS Access Solutions, we've found that understanding action arguments is essential for anyone looking to harness the full power of Microsoft Access. These often-overlooked components are what transform simple macros into sophisticated automation tools. Action arguments provide the specific instructions that determine exactly how each action behaves, allowing for precise control over your database operations.

What Are Action Arguments?

Action arguments are the parameters that customize how a macro action performs in Microsoft Access. Think of them as the specific instructions that fine-tune each action. When you create a macro in the Macro Builder, you'll notice that after selecting an action, the lower portion of the window displays various arguments specific to that action. These arguments allow you to control exactly how the action executes, from which form opens to how records are filtered.

The beauty of action arguments lies in their flexibility. They can contain literal values (like "Customers" for a form name), expressions (calculations or functions preceded by an equals sign), or references to controls on forms. This versatility makes them powerful tools for creating dynamic, responsive database applications.

Common Types Of Action Arguments

While each action has its own specific set of arguments, several common types appear across multiple actions:

• Object Names: Specify which database object (form, report, query, etc.) the action should work with
• View Types: Determine how objects are displayed (Form view, Datasheet view, Design view, etc.)
• Filter Conditions: Restrict which records are affected by the action
• Data Mode Settings: Control whether users can add, edit, or only view data
• Window Mode Options: Define how windows appear (normal, hidden, dialog, etc.)

Essential Action Arguments In Common Macro Actions

Let's explore some of the most frequently used macro actions and their critical arguments:

OpenForm Action Arguments

The OpenForm action is one of the most commonly used in Access applications. Its arguments provide remarkable control over how forms appear and function:

1. Form Name: The name of the form to open (required)
2. View: Specifies the view type (Form, Design, Datasheet, etc.)
3. Filter Name: Applies a saved query as a filter
4. Where Condition: Applies a custom SQL WHERE clause (without the word "WHERE")
5. Data Mode: Controls data editing capabilities (Add, Edit, Read Only)
6. Window Mode: Determines window behavior (Normal, Dialog, Hidden, Icon)

The Where Condition argument is particularly powerful, allowing you to create dynamic filters like: [CustomerID] = Forms![CustomerList]![CustomerID] to show only records matching a selection on another form.

FindRecord Action Arguments

When searching for specific data, the FindRecord action's arguments provide precise control:

• Find What: The text, number, or date to find (required)
• Match: Where to look in the field (Any Part of Field, Whole Field, Start of Field)
• Match Case: Whether to perform case-sensitive searches
• Search: Direction to search (Up, Down, All)
• Search As Formatted: Whether to search data as displayed or as stored
• Only Current Field: Whether to limit the search to the current field

SetValue Action Arguments

The SetValue action is crucial for updating control values programmatically:

• Item: The control or property to modify (required)
• Expression: The value to assign (required)

For example, SetValue [Forms]![OrderForm]![CustomerID], Forms![CustomerList]![CustomerID] copies a value from one form to another.

Best Practices For Working with Action Arguments

Through our years of developing Access solutions, we've established these key practices for effective use of action arguments:

1. Use expressions for dynamic values: Precede calculations or functions with an equals sign (=)
2. Test complex conditions thoroughly: Especially WHERE conditions and filter expressions
3. Consider performance implications: Complex arguments can slow execution
4. Document your arguments: Add comments explaining non-obvious argument choices
5. Use variables for reusable values: Temporary variables can store values needed in multiple actions

Understanding action arguments transforms your Access development capabilities. Instead of creating simple, static macros, you can build dynamic, responsive applications that adapt to user input and changing data. Whether you're opening forms filtered to relevant records, finding specific i information, or updating values across your application, mastering action arguments gives you precise control over your database's behavior.