Streamlining Form VBA External Files List HyperLinks ~ LEARN MS-ACCESS TIPS AND TRICKS

External Files List in Hyperlinks Form.

The 'Office.FileDialog' Control

The FileDialog Control displays files from the selected folder as hyperlinks within the form. Clicking on a hyperlink opens the file in its native application, if installed.

The control supports user-defined filters, enabling users to narrow down the file list by category—for example, Word documents, Excel worksheets, Access databases, or all files in the folder. Once the required files are selected, clicking the Create File Link command button adds them to a table and displays them in the form’s datasheet view as hyperlinks. For reference, the full file path is also shown in a separate column.

Files' List Display Image.

Right-click to open Large Image in New Tab/Window.

After entering the file filter in the Pathname text box, click the Create File Links command button. This action opens the File Browser control, which displays the available files and folders based on the filter settings.

Right-click to open Large Image in New Tab/Window.

At this stage, you may navigate to and select any folder to search for files. To choose multiple adjoining files, click on the first file, hold down the Shift key, and then click on the last file. Finally, click the Open command button. The selected files will then appear in the list, as shown in the first image.

The Form Module VBA Code.

Option Compare Database
Option Explicit

Private FD As New FLst_Object_Init

Private Sub Form_Load()
    Set FD.fl_Frm = Me
End Sub

Private Sub Form_Unload(Cancel As Integer)
Set FD = Nothing
End Sub

In the global declaration area, an instance of the FLst_Object_Init class module is declared with the name FD. The keyword New is used to create the object instance in memory.

In the Form_Load() event procedure, the current form object is passed to the FD.fl_Frm property of the FD instance.

The FLst_Object_Init Class Module Code.

The FLst_Object_Init with the Class_Init() Subroutine VBA Code is given below:

Option Compare Database
Option Explicit

Private cmd As FLst_CmdButton
Private frm As Access.Form
Private Coll As New Collection

'------------------------------------------------------
'Streamlining Form Module Code
'in Stand-alone Class Modules
'------------------------------------------------------
'Disk Directory Listing in Hyperlinks
'Author: a.p.r. pillai
'Date  : 25/10/2023
'Rights: All Rights(c) Reserved by www.msaccesstips.com
'------------------------------------------------------

Public Property Get fl_Frm() As Access.Form
    Set fl_Frm = frm.m_cFrm
End Property

Public Property Set fl_Frm(ByRef pNewValue As Access.Form)
    Set frm = pNewValue
    
    Call Class_Init
End Property

Private Sub Class_Init()
Dim ctl As Control
Dim listcount As Long
Const EP = "[Event Procedure]"

'=============================
'Calling the Public Function ButtonStatus() From FLst_CmdButton Class
'from the Flst_CmdButton Class directly,
Set cmd = New FLst_CmdButton 'Create a separate instance
Set cmd.cmd_Frm = frm 'Pass the Form Object to the Property

Call cmd.ButtonStatus 'Call the Public Function, with Param, if any
Set cmd = Nothing 'Remove the instance
'=============================

For Each ctl In frm.Controls
Select Case TypeName(ctl)
      Case "CommandButton"
        Select Case ctl.Name
            Case "cmdHelp", "cmdFileDialog", _
            "cmdDelLink", "cmdDelFile", _
            "cmdClose", "cmdDelAll"
            
                Set cmd = New FLst_CmdButton
                Set cmd.cmd_Frm = frm
                Set cmd.c_cmd = ctl
        
                    cmd.c_cmd.OnClick = EP
                Coll.Add cmd
                Set cmd = Nothing
        End Select
End Select
Next

End Sub

Private Sub Class_Terminate()
Do While Coll.Count > 0
    Coll.Remove 1
Loop
End Sub

The following two Subroutines, if present in the Class Module, run automatically.

Class_Initialize()
Class_Terminate()

Assume that we have both the above Subroutines in ClassA.

When you create an instance of ClassA inside ClassB, for example:


Dim A As ClassA  
Set A = New ClassA

The Class_Initialize() subroutine of ClassA runs automatically (if it exists). You can place any initialization code here to prepare the class for use.

When the statement Set A = Nothing is executed, or when the ClassB object itself is unloaded, the Class_Terminate() subroutine in ClassA executes. This is where you can perform clean-up tasks, such asSet Obj = Nothing releasing memory and resources.

This mechanism is especially useful when your class contains other objects—like a Collection, Dictionary, or additional class instances—that must be explicitly cleared.

The following Class1 module is instantiated within the form module.

'Class1
Dim DT As ClsDateTime

Private Sub Class_Initialize()
  Set DT = New ClsDateTime
  Forms("Form2").Text2 = DT.DateTime
End Sub

Private Sub Class_Terminate()
 Set DT = Nothing

End Sub

The Class_Initialize() subroutine, if defined in a class module, executes automatically when the class object is instantiated. However, in our streamlined VBA coding approach, we are unable to leverage this feature. The reason is that the class requires the Form object reference to be available before the initialization routine can run. Since the Form object is not yet available at the moment of instantiation, we cannot rely on Class_Initialize().

Instead, we explicitly call the Class_Init() subroutine immediately after acquiring the Form object reference within the class module’s Property Set procedure. This ensures that initialization takes place only after the required Form reference is available.

That doesn’t mean the Class_Initialize() subroutine is unusable in this context. We can still take advantage of it to instantiate supporting objects, such as a Collection or Dictionary, or any other objects that do not depend on the Form reference. For instance, you might use it to create and prepare a Collection object as shown below:

Private Sub Class_Initialize()
	Set Coll = New Collection
End Sub

The Collection object is declared in the global declaration area of the Class Module. Since we used the New keyword in the declaration statement, explicit initialization code inside the Class_Initialize() subroutine is not required—the object is automatically created when the class instance is instantiated.

The Class_Terminate() subroutine, on the other hand, is very useful for memory management. It acts much like the Form_Unload() event procedure, providing a place to release object references and perform any necessary cleanup before the class instance is destroyed.

Private Sub Class_Terminate()
Do While Coll.Count > 0
    Coll.Remove 1
Loop
End Sub

The above code ensures that the Collection object is cleared when the FLst_Object_Init Class Module unloads from memory.

For this project, only two Wrapper Class Modules are required:

FLst_Object_Init — which contains the Class_Init() subroutine.
FLst_CmdButton — which handles all Command Button operations on the form.

The FLst_CmdButton class contains several subroutines. For clarity and better organization, each Command Button’s Click Event procedure calls its corresponding subroutine from this class, instead of placing the entire block of code directly under the Command Button event. This approach makes the code more modular, easier to read, and simpler to maintain.

The FLst_CmdButton Class Module Code.

'The Click Event Subroutines
Private Sub cmd_Click()
Select Case cmd.Name
  Case "cmdClose"
    If MsgBox("Close this Form?", vbOKCancel + vbQuestion, "cmd_Click") = vbOK Then
        DoCmd.Close acForm, cmdfrm.Name
        Exit Sub
    End If

    Case "cmdFileDialog"
        Call cmdFileDialog 'Display selected Path & files
        
    Case "cmdDelLink"
        Call cmdDelLink 'Delete Selected Link from list
    
    Case "cmdDelAll"
        Call cmdDelAll 'Delete All Links from list
    
    Case "cmdDelFile"
        Call cmdDelFile 'Delete Link and File from Disk
        
    Case "cmdHelp"
        DoCmd.OpenForm "Help", acNormal 'Show help Form
End Select
End Sub

The cmdFileDialog() Subroutine.

This Subroutine is run by clicking on the Command Button with the Caption Create File Links.

Private Sub cmdFileDialog()
On Error GoTo cmdFileDialog_Click_Err

'Requires reference to Microsoft Office 12.0 Object Library.
Dim fDialog As office.FileDialog
Dim db As DAO.Database
Dim rst As DAO.Recordset
Dim defPath As String
Dim varFile As Variant
Dim strfiles As String

   'Set up the File Dialog.
   Set fDialog = Application.FileDialog(msoFileDialogFilePicker)
   With fDialog
      'Allow user to make multiple selections of disk files.
      .AllowMultiSelect = True
      .InitialFileName = Dir(strPath)
      .InitialView = msoFileDialogViewDetails
      'Set the title of the dialog box.
      .Title = "Please select one or more files"

      'Clear out the current filters, and add our own.
      .Filters.Clear
      .Filters.Add "Access Databases", "*.mdb; *.accdb"
      .Filters.Add "Excel WorkBooks", "*.xlsx; *.xlsm; *.xls; *.csv"
      .Filters.Add "Word Documents", "*.docx; *.doc"
      .Filters.Add "Access Projects", "*.adp"
      .Filters.Add "All Files", "*.*"
      .FilterIndex = 1
      '.Execute
      'Show the dialog box. If the .Show method returns True, the
      'user picked at least one file. If the .Show method returns
      'False, the user clicked Cancel.
    If .Show = True Then
        Set db = CurrentDb
        Set rst = db.OpenRecordset("DirectoryList", dbOpenDynaset)
        'Add all selected files to the DirectoryList Table
        defPath = ""
      For Each varFile In .SelectedItems
         If defPath = "" Then
            defPath = Left(varFile, InStrRev(varFile, "\"))
            defPath = defPath & "*.*"
            cmdfrm.PathName = defPath
            cmdfrm.PathName.Requery
            strPath = defPath
         End If
            rst.AddNew
            'Create Hyperlink in 4 segments
            '1st segment: only the File Name
            strfiles = Mid(varFile, InStrRev(varFile, "\") + 1)
            '2nd segment:Full File PathName,3rd Empty,4th TipText
            strfiles = strfiles & "#" & varFile & "##Click"
            rst![FileLinks] = strfiles
            rst![Path] = varFile
            rst.Update
    Next
        
    Call ButtonStatus

        Else
            MsgBox "You clicked Cancel in the file dialog box."
        End If
      
   End With

cmdFileDialog_Click_Exit:
Exit Sub

cmdFileDialog_Click_Err:
MsgBox Err & " : " & Err.Description, , "cmdFileDialog_Click()"
Resume cmdFileDialog_Click_Exit
End Sub

The statement


Set fDialog = Application.FileDialog(msoFileDialogFilePicker)

opens the File Browser Dialog Control and initializes its various properties. Within this control, file type filters can be defined, allowing users to select specific categories of files when browsing from the default path setting.

If users are unsure about the file selection process, they can click on the Help Command Button located at the top right of the form. This button provides detailed guidance on the purpose of each command button and explains the different ways files can be selected.

A table named DirectoryList is designed to store the selected files. The first column saves the files in hyperlink format, while the second column records the full file path for reference. Clicking on a hyperlink will open the file in its native application (e.g., MS Word, Excel, etc.).

The statement


Call ButtonStatus()

invokes the ButtonStatus() subroutine, which checks whether the DirectoryList table contains any records. If the table is empty, all command buttons (except Create File Links and Help) are disabled. This subroutine is also called from other procedures as well as from the FLst_Object_Init class module (refer to the red-highlighted code inside the Class_Init() subroutine above).

Another important point: if you create a Public function inside a stand-alone class module, it becomes accessible across other class modules or standard modules within the application. This means such a function can be called and reused from outside its defining class.

In the next step, we will conduct some trial runs to explore how to call a function from:

another Class Module,
a Standard Module, and
a Form Module.

The cmdDelLink Subroutine.

To delete a record from the hyperlink list, first click on the Record Selector button to highlight the desired record. Then click the Delete Link command button. Before the record is permanently removed, a confirmation message will appear, giving you the option to proceed with the deletion or cancel the action.

'Delete the Link From the List
Private Sub cmdDelLink()
On Error GoTo cmdDelLink_Click_Err
Dim db As DAO.Database
Dim rst As DAO.Recordset
Dim strFile As String
Dim msg As String

'Read the current record Pathname
strFile = cmdfrm.DirectoryList.Form!Path
Set db = CurrentDb
Set rst = db.OpenRecordset("DirectoryList", dbOpenDynaset)
rst.FindFirst "Path = '" & strFile & "'"
If Not rst.NoMatch Then
    msg = UCase("Link: " & strFile & vbCr & "DELETE from above List?")
    
If MsgBox(msg, vbQuestion + vbYesNo, "cmddelLink_Click()") = vbYes Then
    rst.Delete
    rst.Requery
    cmdfrm.DirectoryList.Form.Requery
    MsgBox UCase("File Link: " & strFile & " Deleted.")
End If
Else
    MsgBox UCase("Link: " & strFile & " Not Found!!")
End If

Call ButtonStatus

rst.Close
Set rst = Nothing
Set db = Nothing

cmdDelLink_Click_Exit:
Exit Sub

cmdDelLink_Click_Err:
MsgBox Err & " : " & Err.Description, , "cmdDelLink_Click()"
Resume cmdDelLink_Click_Exit
End Sub

The cmdDelAll() Subroutine.

This subroutine deletes all records from the DirectoryList table. Once the deletion is complete, all three command buttons associated with delete actions are disabled. They remain disabled until at least one file is added back to the hyperlink list.

Private Sub cmdDelAll()
Dim msg As String
Dim yn As Integer
Dim listcount As Long

On Error GoTo cmdDelAll_Click_Err
listcount = DCount("*", "DirectoryList")
If listcount = 0 Then
    cmdfrm.cmdDelAll.Enabled = False
    Exit Sub
Else
    cmdfrm.cmdDelAll.Enabled = True
End If

msg = "All File Links in the List will be Deleted!"
msg = msg & vbCr & "Are You sure?"
If MsgBox(msg, vbYesNo + vbCritical, "cmdDelAll()") = vbYes Then
    If MsgBox("Deleting All File Links?", vbOKCancel + vbInformation, "cmdDelAll()") = vbOK Then
        DoCmd.SetWarnings False
        DoCmd.OpenQuery "DeleteAll_LinksQ", acViewNormal
        DoCmd.SetWarnings True
        cmdfrm.DirectoryList.Form.Requery
        cmdfrm.cmdDelAll.Enabled = False
    End If
End If

Call ButtonStatus

cmdDelAll_Click_Exit:
Exit Sub

cmdDelAll_Click_Err:
MsgBox Err & " : " & Err.Description, , "cmdDelAll_Click()"
Resume cmdDelAll_Click_Exit
End Sub

The cmdDelFile() Subroutine.

Caution:

Be cautious when using this command button. Clicking it will permanently delete the file from the disk as well as remove its hyperlink from the list. Use this option only when you intend to delete the actual file from your system, not just the link.

'Caution: Deletes the File from Disk
'1. Delete the File from Disk
'2. Remove selected link from List
Private Sub cmdDelFile()
On Error GoTo cmdDelFile_Click_Err
Dim db As DAO.Database
Dim rst As DAO.Recordset
Dim strFile As String
Dim msg As String

'Read selected Record Pathinfo
strFile = cmdfrm.DirectoryList.Form!Path
Set db = CurrentDb
Set rst = db.OpenRecordset("DirectoryList", dbOpenDynaset)
rst.FindFirst "Path = '" & strFile & "'"
If Not rst.NoMatch Then
    msg = UCase("File: " & strFile & vbCr & "DELETE from Disk?")
If MsgBox(msg, vbQuestion + vbYesNo, "cmdDelFile_Click") = vbYes Then
    
   If MsgBox(UCase("Are you sure you want to Delete") & vbCr _
   & UCase(rst!Path & " File from DISK?"), vbCritical + vbYesNo, "cmdDelFile_Click()") = vbNo Then
    GoTo cmdDelFile_Click_Exit
   End If
   'Delete record entry from Table DirectoryList
    rst.Delete
    rst.Requery
    
Call ButtonStatus

    'Delete file from Disk
    If Len(Dir(strFile)) > 0 Then
        Kill strFile
        MsgBox "File: " & strFile & " Deleted."
    Else
        MsgBox "File: " & strFile & vbCr & "Not Found on Disk!"
    End If
  End If
Else
    MsgBox "File: " & strFile & " Not Found!!"
End If

cmdDelFile_Click_Exit:
    rst.Close
    Set rst = Nothing
    Set db = Nothing
Exit Sub

cmdDelFile_Click_Err:
MsgBox Err & " : " & Err.Description, , "cmdDelFile_Click()"
Resume cmdDelFile_Click_Exit
End Sub

The ButtonStatus()

All three delete subroutines in the FLst_CmdButton class, as well as those in the FLst_Object_Init class, invoke the public subroutine ButtonStatus(). This subroutine ensures that the command buttons remain disabled whenever the DirectoryList table is empty.

Public Sub ButtonStatus()
Dim listcount As Long

On Error GoTo ButtonsStatus_Err:

listcount = DCount("*", "DirectoryList")
cmdfrm.DirectoryList.Form.Requery

If listcount = 0 Then
    cmdfrm.cmdDelLink.Enabled = False
    cmdfrm.cmdDelAll.Enabled = False
    cmdfrm.cmdDelFile.Enabled = False
Else
    cmdfrm.cmdDelLink.Enabled = True
    cmdfrm.cmdDelAll.Enabled = True
    cmdfrm.cmdDelFile.Enabled = True
End If

ButtonsStatus_Exit:
Exit Sub

ButtonsStatus_Err:
MsgBox Err & " : " & Err.Description, , "ButtonsStatus()"
Resume ButtonsStatus_Exit
End Sub

Calling a Public Function from a Class Module.

Create a Class Module with the name ClsDateTime.

Copy and Paste the following Function Code into the Class Module:

Option Compare Database
Option Explicit

Public Function DateTime() As String
Dim fmt As String

fmt = "dd/mm/yyyy hh:nn:ss"
DateTime = "DateTime: " & Format(Now(), fmt)

End Function

Save the Class Module.
Create a New Form with the name Form1, or any other name you prefer, and open it in Design View.
Add a TextBox Control on the Form and make sure the TextBox Name is Text0.
Display the Form Property Sheet and select the Other Tab in the Property Sheet.
Set the Has Module Property value to Yes to add a Class Module to the Form.
Display the Form1 Code Module, Copy and Paste the following Code in the Form Module, Save and Close the Form:
```
Private Sub Form_Load()
Dim DT As New ClsDateTime

Me.Text0 = DT.DateTime

End Sub
```
Open Form1 in Normal View. The current Date and Time will appear in the TextBox.

In the Form_Load() event procedure, create an instance of the ClsDateTime class module with the object name DT. When you type DT. the DateTime() function will automatically appear in the IntelliSense list. Simply select and call the function, and when the form opens, the current date and time will be displayed in the designated TextBox.

This same procedure can also be applied between two class modules—allowing you to call a function in one class module from another, instead of from the form module.

In our streamlined, structured VBA coding approach, we typically work with three levels of class modules:
1. The Form Module
2. An Intermediary Class Module
3. The Class Module containing the required function (in this case, DateTime())
Let us now test this function in such a three-tier setup, where the form module communicates with the intermediary class, which in turn calls the function in the dedicated class module.
Make a Copy of Form1 and name it Form2.
Rename the TextBox Name to Text2.
1. Display its Class Module, then copy and paste the following two Lines of Code, overwriting the existing lines.
```
Option Compare Database

Private test As New Class1
```
2. Create a Class Module with the Name Class1.
3. Copy and paste the Following Code into the Class1 Module:
```
Option Compare Database

Private D  As New ClsDateTime

Private Sub Class_initialize()
  Forms("Form2").Text2 = D.DateTime
End Sub
```
4. Select Save from the File Menu to save all the Files.
5. Open Form2 in Normal View. The DateTime value should appear in the Text2 TextBox on the Form.
Since class modules cannot load themselves into memory, we used the Form2 module to create an instance of the Class1 module. Once the Class1 class module is instantiated, it in turn creates an instance of the ClsDateTime class module.
At this point, the Class_Initialize() subroutine in ClsDateTime runs automatically. From within this subroutine, the DateTime() public function is called. The result returned by the function is then passed back and displayed in the TextBox on Form2.

✅ This keeps the workflow very clear:
Form2 → Class1 → ClsDateTime (Initialize → DateTime() → Return value → Form2.TextBox)
Hope you understand now how it works.
Try Calling the DateTime() Function from the Standard Module from a Test() Function.

Demo Database Download Link.

DirListing2K1.zip

Streamlining Form Module Code in Standalone Class Module.