Populate userform with records from current row

Question

I have a userform with several textboxes, radio buttons, dropdowns, etc. When a user creates a new entry, the data is saved on the Data sheet, with one record occupying one row.

Answer 1

I'd go like follows:

• use Tag property of the UserForm object to store a "calling parameter" that will tell UserForm whether to run an InitializeValues() Sub or a FillValues() one

• use UserForm_Activate event handler to have UserForm decide which action is to be taken

so, assuming you attach an Edit() sub to your sheet "edit" buttons, the former would be

Sub Edit()
    With UserForm3
        .Tag = ActiveSheet.Shapes(Application.Caller).TopLeftCell.Row '<~~ tell the UserForm there's something to bring in so that it'll fill controls from the sheet instead of initializing them
        .Show
        .Tag = "" '<~~ bring Tag property back to its "null" value
    End With
    Unload UserForm3
End Sub

then in you UserForm code pane place this

Private Sub UserForm_Activate()
    If Me.Tag = "" Then '<~~ if there's no info from Tag property...
        InitializeValues '<~~ ... then Initialize controls values
    Else
        FillValues '<~~ ...otherwise fill controls with sheet values
    End If
End Sub

Private Sub InitializeValues()
    With Me
        .ComboBox1.RowSource = "initRange"
        .serial.Value = "actText1"
        .created_on.Value = "actText2"
        .created_by.Value = "actText3"
        ' and so on...
    End With
End Sub

Private Sub FillValues()
    With Me
        .serial.Value = Cells(.Tag, 2).Value
        .created_on.Value = Cells(.Tag, 4).Value
        .created_by.Value = Cells(.Tag, 5).Value
        '.. and so on
    End With
End Sub

Answer 2

You can write a sub like loadDataIntoForm(rowNum As Long) that fills the fields of the form to your liking and put it into the code of the userform. e.g.

Public Sub loadDataIntoForm(rowNum As Long)
    me.somecontrol.Value = Sheets("Data").cells(rowNum,1).Value
    '...
End Sub

Then if the edit button is clicked execute

Details.loadDataIntoForm(rowNum) 'where rowNum is something like ActiveCell.Row. This calls UserForm_Initialize and THEN loadDataIntoForm
Details.Show 'UserForm_Initialize won't get executed again

UserForm_Initialize is executed before loadDataIntoForm is so the fields get cleared first by the UserForm_Initialize function and then re-populated by loadDataIntoForm. To be sure you could also load the form first

Load Details
Details.loadDataIntoForm(ActiveCell.Row)
Details.Show

So you can be sure UserForm_Initialize is not called after loadDataIntoForm.

To get a sense of what is called when you can go through the code line by line using F8.

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edit: A nicer way would probably be to write two subs, one for initializing the form for an edit (populate the fields) and one for initializing the form for a new record (clear the fields)

It could look something like

Public Sub ShowNew()
    'clear all the controls
    me.Show
End Sub

Public Sub ShowEdit(rowNum As Long)
    'populate the controls
    me.Show
End Sub

Then instead of using Details.Show use Details.ShowNew and Details.ShowNew(rowNum)

Answer 3

If you have one Button on your sheet to call the form, then just use something like this:

me.TextBox1.value = Cells(ActiveCell.Row, 2).Value 'ActiveCell.Row returns the row number of the current cell

So the only command the button has is UserForm1.Show