Table entering a record with no data from form button click

Question

Table entering a record with no data from form button click

Mark Truett 20

I have a relational database table (itemTable) connected to a Main Form. Connected to the main form is a sub Form (itemImages)Connected to ItemImageTable . After Adding the item data, i go to enter the item images on the sub form but, after adding the image, the tables save another record with no image. Then when i add another image for the same item its save it and another record with no image. When I look at my images table it alternates a row with data and a row without data. I have a combo box to identify the image type, Front view, back View etc. I found that when I select a view type the form "Hiccups" and the blank record will appear,or the same will happen if i select the image picker button first, "Hiccup" & blank record appears. so if i add 2 images I'll have 4 records alternating one with the image and one without. The images are not imbedded they are displayed on an image object via file location/filename. Thanks

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Answer 1

DBG 11,696 Volunteer Moderator

Are you using any code to add the new image record? A subform automatically saves the new record, so if you're also using code when entering records (images) in the subform, perhaps you're accidentally creating those blank records. If you're using code, can you show it to us? Also, maybe posting a screenshot of your form and subform setup might help understand your situation better.

Mark Truett 20 Reputation points

2026-03-12T11:57:12.0466667+00:00

Thanks for your response. I've been working with CoPilot 365 to help build code and design this database project, (Personal Application). I passed on the Microsoft QA Assistant response to CoPilot and tried to create new code to overcome the posting issue. (No Success) I believe my issue comes from the combo box which is attached to the itemImageType field in the table and is making a post to that connected field and forces the form to make the record post immediately after making the selection. I think that by unbinding the field from the combo box and posting the selection through code in the button_click event will correct the issue. This is a learning experience to catalog my coins in my coin collection, and not a commercial endeavor.
George Hepworth 22,655 Reputation points Volunteer Moderator

2026-03-12T13:07:26.26+00:00

Does your code insert a value into the combo box when it is first loaded? That's not the same as having a default value set for the combo box, although on the surface it may seem similar.

If it's the former, and you intend that value to be the default if the user doesn't select one, that can force the form to be dirty, and it will save the record. It won't be an entirely empty record, as you report, because the one field bound to that combo box will have that intended default.

Can you verify I'm on the right track here?
DBG 11,696 Reputation points Volunteer Moderator

2026-03-12T16:38:22.0766667+00:00

Is there any way you can share a sample copy of your db with test data to demonstrate the problem? Maybe we can help you better if we can see what's happening. Just a thought...
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Mark Truett 20 Reputation points

2026-03-12T19:12:22.38+00:00

These are my form pictures. Unfortunately my code snippets were deleted by the system
Mark Truett 20 Reputation points

2026-03-12T19:29:42.3133333+00:00

modImageUtils (Code).pdf
Mark Truett 20 Reputation points

2026-03-12T19:31:04.6733333+00:00

modCoinImages (Code).pdf
Mark Truett 20 Reputation points

2026-03-12T19:31:35.9666667+00:00

Form_frmCoinEntry (Code).pdf
Mark Truett 20 Reputation points

2026-03-12T19:32:00.3066667+00:00

Form_sfrm_CoinImages (Code).pdf
Mark Truett 20 Reputation points

2026-03-12T19:35:45.2866667+00:00

I'll be looking forward to your comments
DBG 11,696 Reputation points Volunteer Moderator

2026-03-12T19:47:39.5966667+00:00

Hi. Thank you for the additional information. It wasn't clear when you were getting the extra records, but looking at your code, I can guess that the problem is partly because you're using code to add the images to the same table that the subform is bound to. As I said earlier, when adding related records using a subform, use of code is usually not necessary. If you need help fixing the problem, it would be easier to do that if you could share a copy of the db files (with test data only). Here's one scenario you could try as a troubleshooting step. If none of the fields in the subform is required, simply click the button to add the image to see if you get an empty record or not and let us know. Cheers!
Mark Truett 20 Reputation points

2026-03-12T19:51:45.47+00:00

Thanks, I think i've got it cleared up. I entered several test data and it worked perfect
DBG 11,696 Reputation points Volunteer Moderator

2026-03-12T20:08:31.38+00:00

Congratulations! Let us know if you need more help. Good luck!

Answer 2

Mark Truett 20

My Issue was resolved and I posted pictures of my forms and code in the comments above as requested by other users. I'm looking forward to their comments being a novice user i'm always open to suggestions

DBG 11,696 Reputation points Volunteer Moderator

2026-03-12T19:50:31.4733333+00:00

Oh, glad to hear you got the issue sorted out. Good luck with your project. I looked at your code, and although you said that you weren't embedding the image files, the code seems to indicate you're using Attachment fields instead. Cheers!

Answer 3

George Hepworth 22,655 Volunteer Moderator

I agree with DBG's analysis and would also like to see the forms and any code involved.

Thanks for helping us help you.

Answer 4

The behavior indicates that the subform is creating a new (blank) record each time a control change or button click causes Access to move off the current record. In Access, a new record is automatically created when data is entered into any control in the “new record” row and the focus then moves to another record.

To prevent extra blank records in the images table:

Ensure that the subform is bound correctly
- The subform (itemImages) should be bound to the images table (ItemImageTable) and linked to the main form by the key fields (e.g., ItemID). This ensures that each image record is correctly related to the current item and that navigation between records does not create unintended extra rows.
- Use the subform’s default navigation and record handling instead of manually forcing record moves in code.
Avoid code that forces a record save or moves to a new record
- Check the combo box’s events (After Update, On Change, etc.) and the image picker button’s On Click event for any code that:
  - Calls DoCmd.GoToRecord , , acNewRec or similar
  - Explicitly moves to another record
  - Forces a save and then moves focus to the new record row
- Remove or adjust such code so that it only updates controls on the current record and does not move to a new record.
Use the subform’s datasheet or continuous form behavior as intended
- When adding a new image, enter all required data (including the combo box selection and file path/filename) while staying on the same record row.
- Only move to another record (or close the form) after all fields for that image have been entered. Access will then save that single record.
Verify table-level behavior
- Open the images table (ItemImageTable) in Datasheet View and add a record manually to confirm that only one record is created when data is entered and focus moves away from that row.
- This confirms that the extra blank records are caused by form behavior (navigation or event code) rather than the table itself.
If needed, explicitly save the current record without moving
- Instead of moving to a new record in code, use an explicit save on the current record (for example, via a command button that saves the current record) and keep the focus on the same record so that Access does not create a new blank row.

These steps keep the subform from unintentionally navigating to the “new record” row, which is what causes alternating populated and blank records in the images table.

References:

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Table entering a record with no data from form button click

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