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New to Switchboards....

Discussion in 'Information Technology' started by PB, Jul 28, 2006.

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  1. PB

    PB
    Expand Collapse
    Guest

    I need to make my db available to about a dozen folks. I've just learned
    about Switchboards and am wondering if I have to have a separate query/form
    for each of the folks or if I can use an 'Enter...' expression in the
    query/form and have the Switchboard selection fill that area.
    --
    Thanks!
    -Pat
     
  2. Tom Wickerath

    Tom Wickerath
    Expand Collapse
    Guest

    Hi Pat,

    I'm a bit confused by your question....
    > "...and have the Switchboard selection fill that area".


    Fill that area (?) with what?

    Since this will be a multiuser Access application, I recommend that you take
    a look at this article:

    Implementing a Successful Multiuser Access/JET Application
    http://www.access.qbuilt.com/html/multiuser_applications.html


    Each user should definately have their own, local, copy of a front-end
    database. This concept is explained in the link that talks about splitting a
    database in my article.


    Tom Wickerath
    Microsoft Access MVP

    http://www.access.qbuilt.com/html/expert_contributors.html
    http://www.access.qbuilt.com/html/search.html
    __________________________________________

    "PB" wrote:

    > I need to make my db available to about a dozen folks. I've just learned
    > about Switchboards and am wondering if I have to have a separate query/form
    > for each of the folks or if I can use an 'Enter...' expression in the
    > query/form and have the Switchboard selection fill that area.
    > --
    > Thanks!
    > -Pat
     
  3. PB

    PB
    Expand Collapse
    Guest

    Thanks, Tom,

    I did check out a number of sites concerning the splitting of the db and
    other interesting articles concerning db management. I've printed off copies
    to share with folks who feel they have the solution to everything but don't
    know what they don't know. I don't know lots of stuff and am comfortable
    enough to admit it! ;o)

    The db they're using isn't split. It has a switchboard with 12 copies of the
    same form so that the switchboard will take each individual to their own set
    of files. The problem is that it's 12 copies of each form for each of the
    type of files to be viewed by each person (i.e. the 12 people are attorneys.
    One form lets them see their cases, one form lets them see their cases with
    trial dates, etc. and everything is multiplied by 12). This seems to be a
    total waste of memory to me. I would imagine that there is a way to have 1
    form with an 'Enter...' command in the criteria to enter the attorney's name
    to pull up their particular info. I wondered if I could link the switchboard
    selection to the criteria command to take care of that.

    They want me to 'come on board' with them (my db has been tracking a
    different set of attorney's stuff for 9 years, they've only been tracking
    info for 6 mo.). I've encountered lots of corruption issues because different
    folks are on different levels of various software. They won't listen to my
    input - claim I don't know what I'm doing. sigh...

    I just know that if I do join with them that the queries & reports will be
    so numerous that it'll be too difficult to manage.

    I agree that we need to split it, but we need the support of our IT folks to
    make sure that the tables are on a server assessible by all the people who
    are scattered across the country.

    I appreciate your input on this. I hope my explanation is clearer...
    --
    Thanks!
    -Pat


    "Tom Wickerath" wrote:

    > Hi Pat,
    >
    > I'm a bit confused by your question....
    > > "...and have the Switchboard selection fill that area".

    >
    > Fill that area (?) with what?
    >
    > Since this will be a multiuser Access application, I recommend that you take
    > a look at this article:
    >
    > Implementing a Successful Multiuser Access/JET Application
    > http://www.access.qbuilt.com/html/multiuser_applications.html
    >
    >
    > Each user should definately have their own, local, copy of a front-end
    > database. This concept is explained in the link that talks about splitting a
    > database in my article.
    >
    >
    > Tom Wickerath
    > Microsoft Access MVP
    >
    > http://www.access.qbuilt.com/html/expert_contributors.html
    > http://www.access.qbuilt.com/html/search.html
    > __________________________________________
    >
    > "PB" wrote:
    >
    > > I need to make my db available to about a dozen folks. I've just learned
    > > about Switchboards and am wondering if I have to have a separate query/form
    > > for each of the folks or if I can use an 'Enter...' expression in the
    > > query/form and have the Switchboard selection fill that area.
    > > --
    > > Thanks!
    > > -Pat
     
  4. Tom Wickerath

    Tom Wickerath
    Expand Collapse
    Guest

    Hi Pat,

    I'll address one of your last statements first:

    > make sure that the tables are on a server assessible by all the people who
    > are scattered across the country.


    If this is the case, you should look into hosting the BE database on SQL
    Server or use Terminal Server. I suggest that you read this article:

    Using a wan with ms-access? How fast, how far?
    http://www.members.shaw.ca/AlbertKallal/Wan/Wans.html

    You should still split the database if you go with Terminal Server. Here is
    another article that discusses the benefits of splitting:

    Splitting a access database, or how to run ms-access in a multi-user mode.
    http://www.members.shaw.ca/AlbertKallal/Articles/split/index.htm


    > The db they're using isn't split.


    Then it should be. Plain and simple. And, each user should have their own
    local copy of the FE database.


    > It has a switchboard with 12 copies of the same form so that the switchboard
    > will take each individual to their own set of files.


    This is not necessary. As you can guess, it will lead to a maintainance
    nightmare--if you need to make a change to a form (or report) to support a
    business rule, you'll need to make sure to propagate the change to all
    similar forms and reports.

    You can use either the built-in Access security, or your own home grown
    version, to identify which user has opened the database. I have a strong
    preference for using a home grown version, since security and Access (with a
    ..mdb BE file) are generally not synonymous. Using Access security, you can
    have VBA code that determines the logged in user. Alternatively, you can use
    VBA code to determine the NT UserID of the person who is logged into the
    computer. You use this information to determine which records each individual
    can have access to. Not terribly secure, but it will keep honest people out
    of the wrong records.

    > I've encountered lots of corruption issues because different
    > folks are on different levels of various software.


    Split the database and give each user their own copy of the FE. Make sure
    that all PC's have the latest service packs installed for the operating
    system, Office, and the JET database engine. Here is a KB article that
    provides guidelines to help you:

    How to keep a Jet 4.0 database in top working condition
    http://support.microsoft.com/?id=303528


    > They won't listen to my input - claim I don't know what I'm doing. sigh...


    Red flag waving! Perhaps it's not such a good idea to 'come on board' with
    them.

    > I just know that if I do join with them that the queries & reports will be
    > so numerous that it'll be too difficult to manage.


    As I have alluded to, there are ways around these problems, if you are
    comfortable using VBA code. I have a sample application that I can send to
    you. If you are interested, send me a private e-mail message with a valid
    reply-to address. My e-mail address is available at the bottom of the
    contributor's page indicated below.

    Please do not post your e-mail address (or mine) to a newsgroup reply. Doing
    so will only attract the unwanted attention of spammers.

    Good Luck in whatever decision you make regarding this new team.


    Tom Wickerath
    Microsoft Access MVP

    http://www.access.qbuilt.com/html/expert_contributors.html
    http://www.access.qbuilt.com/html/search.html
    __________________________________________

    "PB" wrote:

    > Thanks, Tom,
    >
    > I did check out a number of sites concerning the splitting of the db and
    > other interesting articles concerning db management. I've printed off copies
    > to share with folks who feel they have the solution to everything but don't
    > know what they don't know. I don't know lots of stuff and am comfortable
    > enough to admit it! ;o)
    >
    > The db they're using isn't split. It has a switchboard with 12 copies of the
    > same form so that the switchboard will take each individual to their own set
    > of files. The problem is that it's 12 copies of each form for each of the
    > type of files to be viewed by each person (i.e. the 12 people are attorneys.
    > One form lets them see their cases, one form lets them see their cases with
    > trial dates, etc. and everything is multiplied by 12). This seems to be a
    > total waste of memory to me. I would imagine that there is a way to have 1
    > form with an 'Enter...' command in the criteria to enter the attorney's name
    > to pull up their particular info. I wondered if I could link the switchboard
    > selection to the criteria command to take care of that.
    >
    > They want me to 'come on board' with them (my db has been tracking a
    > different set of attorney's stuff for 9 years, they've only been tracking
    > info for 6 mo.). I've encountered lots of corruption issues because different
    > folks are on different levels of various software. They won't listen to my
    > input - claim I don't know what I'm doing. sigh...
    >
    > I just know that if I do join with them that the queries & reports will be
    > so numerous that it'll be too difficult to manage.
    >
    > I agree that we need to split it, but we need the support of our IT folks to
    > make sure that the tables are on a server assessible by all the people who
    > are scattered across the country.
    >
    > I appreciate your input on this. I hope my explanation is clearer...
    > --
    > Thanks!
    > -Pat
     
  5. PB

    PB
    Expand Collapse
    Guest

    Tom,

    Thank you sooo much for all the wonderful info. I'm circulating these
    articles to those involved to help them understand what I've been trying to
    tell them. I'm hoping that between you're credibility and excellent articles
    they'll be more willing to seek out a better solution than what they're
    considering presently.

    I truly appreciate your talents and your willingness to share your knowledge
    with so many folks. Thank you!
    --
    Thanks!
    -Pat


    "Tom Wickerath" wrote:

    > Hi Pat,
    >
    > I'll address one of your last statements first:
    >
    > > make sure that the tables are on a server assessible by all the people who
    > > are scattered across the country.

    >
    > If this is the case, you should look into hosting the BE database on SQL
    > Server or use Terminal Server. I suggest that you read this article:
    >
    > Using a wan with ms-access? How fast, how far?
    > http://www.members.shaw.ca/AlbertKallal/Wan/Wans.html
    >
    > You should still split the database if you go with Terminal Server. Here is
    > another article that discusses the benefits of splitting:
    >
    > Splitting a access database, or how to run ms-access in a multi-user mode.
    > http://www.members.shaw.ca/AlbertKallal/Articles/split/index.htm
    >
    >
    > > The db they're using isn't split.

    >
    > Then it should be. Plain and simple. And, each user should have their own
    > local copy of the FE database.
    >
    >
    > > It has a switchboard with 12 copies of the same form so that the switchboard
    > > will take each individual to their own set of files.

    >
    > This is not necessary. As you can guess, it will lead to a maintainance
    > nightmare--if you need to make a change to a form (or report) to support a
    > business rule, you'll need to make sure to propagate the change to all
    > similar forms and reports.
    >
    > You can use either the built-in Access security, or your own home grown
    > version, to identify which user has opened the database. I have a strong
    > preference for using a home grown version, since security and Access (with a
    > .mdb BE file) are generally not synonymous. Using Access security, you can
    > have VBA code that determines the logged in user. Alternatively, you can use
    > VBA code to determine the NT UserID of the person who is logged into the
    > computer. You use this information to determine which records each individual
    > can have access to. Not terribly secure, but it will keep honest people out
    > of the wrong records.
    >
    > > I've encountered lots of corruption issues because different
    > > folks are on different levels of various software.

    >
    > Split the database and give each user their own copy of the FE. Make sure
    > that all PC's have the latest service packs installed for the operating
    > system, Office, and the JET database engine. Here is a KB article that
    > provides guidelines to help you:
    >
    > How to keep a Jet 4.0 database in top working condition
    > http://support.microsoft.com/?id=303528
    >
    >
    > > They won't listen to my input - claim I don't know what I'm doing. sigh...

    >
    > Red flag waving! Perhaps it's not such a good idea to 'come on board' with
    > them.
    >
    > > I just know that if I do join with them that the queries & reports will be
    > > so numerous that it'll be too difficult to manage.

    >
    > As I have alluded to, there are ways around these problems, if you are
    > comfortable using VBA code. I have a sample application that I can send to
    > you. If you are interested, send me a private e-mail message with a valid
    > reply-to address. My e-mail address is available at the bottom of the
    > contributor's page indicated below.
    >
    > Please do not post your e-mail address (or mine) to a newsgroup reply. Doing
    > so will only attract the unwanted attention of spammers.
    >
    > Good Luck in whatever decision you make regarding this new team.
    >
    >
    > Tom Wickerath
    > Microsoft Access MVP
    >
    > http://www.access.qbuilt.com/html/expert_contributors.html
    > http://www.access.qbuilt.com/html/search.html
    > __________________________________________
    >
    > "PB" wrote:
    >
    > > Thanks, Tom,
    > >
    > > I did check out a number of sites concerning the splitting of the db and
    > > other interesting articles concerning db management. I've printed off copies
    > > to share with folks who feel they have the solution to everything but don't
    > > know what they don't know. I don't know lots of stuff and am comfortable
    > > enough to admit it! ;o)
    > >
    > > The db they're using isn't split. It has a switchboard with 12 copies of the
    > > same form so that the switchboard will take each individual to their own set
    > > of files. The problem is that it's 12 copies of each form for each of the
    > > type of files to be viewed by each person (i.e. the 12 people are attorneys.
    > > One form lets them see their cases, one form lets them see their cases with
    > > trial dates, etc. and everything is multiplied by 12). This seems to be a
    > > total waste of memory to me. I would imagine that there is a way to have 1
    > > form with an 'Enter...' command in the criteria to enter the attorney's name
    > > to pull up their particular info. I wondered if I could link the switchboard
    > > selection to the criteria command to take care of that.
    > >
    > > They want me to 'come on board' with them (my db has been tracking a
    > > different set of attorney's stuff for 9 years, they've only been tracking
    > > info for 6 mo.). I've encountered lots of corruption issues because different
    > > folks are on different levels of various software. They won't listen to my
    > > input - claim I don't know what I'm doing. sigh...
    > >
    > > I just know that if I do join with them that the queries & reports will be
    > > so numerous that it'll be too difficult to manage.
    > >
    > > I agree that we need to split it, but we need the support of our IT folks to
    > > make sure that the tables are on a server assessible by all the people who
    > > are scattered across the country.
    > >
    > > I appreciate your input on this. I hope my explanation is clearer...
    > > --
    > > Thanks!
    > > -Pat
     

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