Creating a Communications Database in Access Chris Knauer, University Registrar Will Espin, Associate Registrar

Please silence your phone. Thank you.

Before We Start Introductions Communications DB From the University Registrar Perspective

Weekly Reminder Demo

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

Project Database Template Downloaded Access template from Office.Microsoft.com Office.Microsoft.com Made some modifications for our use

Basic Structure – Project Database Project 1Project 2Project 3

Basic Structure – Project Database Commencement Fair New Student Academic Calendar Notification

Projects and Tasks Task 1Task 2Task 3

Projects and Tasks Commencement Fair 2013 Fall Commencement Fair 2014 Spring Commencement Fair 2014 Fall Commencement Fair Project

Communications DB

Communications DB - Report

Communications DB – Report 2

Communications DB – Task (x)

Task (x) - Attachments

Task (x) – Attachments - Adding

Task (x) – Attachments – Adding data

Task (x) – Attachments – Open/Edit

Task – Ready to Go

Monday Morning Report

Macro – Distribute Report

Employees Table

Projects Table

Tasks Table

Creating a Project and Task Demo

Send to Get Links Send to In the subject line type: You’ll receive links to three files: The database Back End, Front End, and this PowerPoint

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’

Table Linking Check all the boxes including the ‘Always prompt for new location’. Select Ok

Table Linking Locate the BackEnd database and select Open

Table Linking Uncheck all the boxes and ‘Close’. You shouldn’t have to re-do this process unless the BackEnd File location changes.

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.

Questions? Thank You!