creating a communications database in access chris knauer, university registrar will espin,...
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Creating a Communications Database in Access
Chris Knauer, University RegistrarWill Espin, Associate Registrar
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Please silence your phone.Thank you.
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Before We Start
• Introductions•Communications DB
From the University Registrar Perspective
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Weekly Reminder Demo
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Some Communications Problems
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Some Communications Problems
Problems• How do I keep a record of
what was sent and to whom?
• How do I keep track of cyclical tasks?
• How can I be sure to improve on what was done last time?
Problematic Approaches• Create an Excel spreadsheet
and link to files.– files moved or deleted
• Create an Excel spreadsheet or Outlook Calendar– not everyone can see it,
unsychronized
• Create an Excel spreadsheet
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Project Database Template
• Downloaded Access template from Office.Microsoft.com
• Made some modifications for our use
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Basic Structure – Project Database
Project 1
Project 2
Project 3
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Basic Structure – Project Database
Commencement Fair
New Student Email
Academic Calendar Notification
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Projects and Tasks
Task 1 Task 2 Task 3
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Projects and Tasks
Commencement Fair 2013 Fall
Commencement Fair
2014 Spring
Commencement Fair 2014 Fall
Commencement Fair Project
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Communications DB
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Communications DB - Report
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Communications DB – Report 2
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Communications DB – Task (x)
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Task (x) - Attachments
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Task (x) – Attachments - Adding
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Task (x) – Attachments – Adding data
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Task (x) – Attachments – Open/Edit
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Task – Ready to Go
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Monday Morning Report
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Macro – Distribute Report
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Employees Table
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Projects Table
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Tasks Table
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Creating a Project and Task Demo
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Send Email to Get Links
Send Email to [email protected]
In the subject line type: 12345
You’ll receive links to three files:The database Back End, Front End, and this PowerPoint
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Setting DB Up
Download and save the files into a location you’ll be able to find. I’d suggest creating a new folder on your desktop for testing, and then one on your network later for departmental use.
Link the Front End to the Back End database
Open the database FrontEnd and Right Click on the Projects table. Select ‘Linked Table Manager’
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Table LinkingCheck all the boxes including the ‘Always prompt for new location’.
Select Ok
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Table Linking
Locate the BackEnd database and select Open
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Table Linking
Uncheck all the boxes and ‘Close’.
You shouldn’t have to re-do this process unless the BackEnd File location changes.
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Front End Database
If you decide to deploy this application:
Place the BackEnd on a shared network.
Link the FrontEnd
Copy the FrontEnd and each user should have their own copy on their own computer. Each FrontEnd should remain linked properly. If you experience a problem, relink the personal copy of the FrontEnd once more to the BackEnd.
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Questions?
Thank You!