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Tech Tip: Printing with Subforms - Variable vs Fixed Multiple Records vs Fixed Truncation
Published On: March 4, 2005

Compatibility: Versions 2003 and 2004

There are three print options for a subform. With the subform object selected in the form editor, there is an option for "Print Frame" under the "Print" category in the property list (2004), or under "Display and Printing" (2003).

The "Fixed (Truncation)" option only prints the form once, and prints the maximum related items in its subform that can be displayed at one time within the subform's defined size on the printed form. The rest of the items are not printed. This will allow for a fixed number of pages per record printed, no matter how many related items have been populated into the subform area.

The "Fixed (Multiple Records)" option will not change the size of the subform upon printing, but will re-print the entire form enough times so that all items in the subform are printed. For example, an input form has a subform that can display 5 records within its defined size at one time. If a record is viewed with this input form and there are 25 related records in its subform, printing will result in 5 input form pages printed, where each page displays 5 different records in its subform. All the records in the subform are printed, but only 5 at a time. This allows all of a parent record's information to be shown on each printed form page.

The "Variable" option will resize the subform while printing if more records need to be shown than its defined size can display at one time. The input form is printed once, and the subform is resized to display all records populated in the subform. The subform is not literally extended beyond a page size, but is ended at the end of the currently-printed page, and then restarted on the next printed page with the remaining records. This option is useful for displaying a record and all its related items once, without a lot of redundant data printed.