Here is more information on RFil Version 4.0:

This page contains the readme.txt file in an html format. It has minimal formatting so its easy to print out. This readme text file is also included with the downloaded files.

Steve Nyberg 7/20/98
email: stevenyberg@earthlink.net
or email: stevenyberg@yahoo.com
web page: home.earthlink.net/~stevenyberg/access/


Overview of RFil Version 4.0:
-----------------------------------------
RFil Version 4.0 is a method for filtering reports in Microsoft Access 97 databases. It consists of a form and a table which you can import into your database to filter any reports with a variety of options. The 'Basic' Filtering Tab is easy enough for novice users to run report filters, and the 'Advanced' Filtering Tab is powerful enough for more advanced users.


Features:
---------------

Basic Filtering Tab:

• 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.
• Save Filter button for saving the filter to the Advanced Filtering Tab.
• Reset buttons to clear out the current criteria.
• Checkbox for temporarily ignoring selected criteria without clearing it.

Advanced Filtering Tab:

• 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.

Setup / Options Tab:

• Button to automatically fill the table with information on all reports in the database.
• Button to view the table of report information.
• Default characters that start the names of saved filters.

How Does RFil Work?
------------------------
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 Tab 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 Tab 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 recommended first few characters found on the Setup/Options Tab (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, and editing is done in the standard Access QBE grid.


Demo of RFil:
-----------------
The zipped or self-extracting file contains the database with all the components of RFil Version 4.0 plus two sample reports using a sample set of data. It also includes this text file.

When you open the database, it will open up to the Basic Filtering Tab. You can test the report filtering here, by selecting a report and then some criteria, or you can go to the Advanced Filtering Tab with the saved filters. You will see the two reports in the report picklists on both tabs.

On the Basic Filter Tab, you can try these sample filter criteria:
State = CO
City Like Denv*
Amount >= 1000
Date1 Between 1/1/98 (and) 4/1/98

On the Advanced Filtering Tab, try selecting either report, and any of its saved filters, then preview or count the results. You can also Edit the filter to see its query design.


Setting Up:
----------------
To use RFil 4.0, follow these steps:
First, import the form from RFil into your database.
Second, import the table 'tblRFil4Reports' into your database.

When you open the RFil 4.0 form in your database, it will offer to fill the table with information on your reports. For this, it needs to open each report in design view, and then add the report recordsource to the table. The process takes a few seconds per report, and you must have Access permissions to read the design of these reports.

The automatic process can be run later from the Setup/Options Tab.

You can also manually fill this table of information, just by editing the table. Enter in the exact report name and exact recordsource name for each report you'd like RFil to filter.

Once you have the table of report information, you are ready to use all the features of RFil 4.0.

(Note: For very large numbers of reports, ie over 50, your PC could run low on memory, partly because of the poor memory usage of certain types of Access reports. If this occurs, you may receive error messages, and might need to reboot and/or finish the RFil process manually.)


Limitations:
------------

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

Basic Filtering Tab 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.
• 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 (over 5000). You may want to hide or disable the 'picklist fill' checkboxes if this could impact performance.
• You cannot save and recall a filter back into the Basic Filtering Tab. You can, however, save from the Basic Tab into the Advanced Tab for later recall.

Advanced Filtering Tab 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.
• In a secure database, permissions must be set to allow users to create and edit queries.

Credit / Licensing:
----------------------
RFil 4.0 can be used free of charge, with no limitations. I'd be grateful if you keep the 'Credit' tab available, but its not required.

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!


- Steve Nyberg