Cleanup items for 1st database

[Mike]

Folks,

I have taken the contact management template from office's web site and done
some small modifications to it and have it set up and working (for the most
part). I'm now wanting to clean up how it appears to my users who will be
actually inputting data into it. So, I'm looking for advice. I'm new to
this and want to do things in the right order.

Now when the database opens, it launches a form, but I would like to make is
as simple on users as possible. Should I try to make a switchboard, or what
would you suggest? I also don't have any security on any of the
forms/tables, nor do users have to log into work, should I add that, or build
on those things as the database evolves? I assume by default more than one
user can input data at the same time, is that true? Right now I'm just
trying to get us something started with the expectation of evolving it as we
go. Thanks for any advice.

 

[Jeff Boyce]

Mike

See comments in-line below...

Folks,

I have taken the contact management template from office's web site and
done
some small modifications to it and have it set up and working (for the
most
part). I'm now wanting to clean up how it appears to my users who will be
actually inputting data into it. So, I'm looking for advice. I'm new to
this and want to do things in the right order.

This sounds like you are now working on the "UI" (User Interface) issues, a
topic related to graphic design. If you don't have experience creating
user-friendly (and user-proof) applications, you'll probably want to spend
some time learning about graphical user interface design.

Now when the database opens, it launches a form, but I would like to make
is
as simple on users as possible.

Why do you think it would not be simple for a user to start out on a form
they need to fill in?

Should I try to make a switchboard, or what
would you suggest?

If, by "switchboard", you mean the built-in Access switchboard, I think
you'll find, in the long run, that you have more flexibility and control if
you create an unbound form, add command buttons (that open other forms), and
use this "main menu" as a starting point.

I also don't have any security on any of the
forms/tables, nor do users have to log into work, should I add that, or
build
on those things as the database evolves?

Whoops! Change of focus. Users probably care very little about any
behind-the-scenes work you do to implement security. Let me ask, is there
any reason any of the data should NOT be seen by some of the potential
users?

I assume by default more than one
user can input data at the same time, is that true?

Depends, do you have a "split" design or are all your forms, queries, data,
reports (etc.) located in a single .mdb file? You'll need to split your
application/database and put the back-end (data-only) somewhere on a LAN
that all users can connect to.

Right now I'm just
trying to get us something started with the expectation of evolving it as
we
go. Thanks for any advice.

Good luck!

Regards

Jeff Boyce
Microsoft Office/Access MVP

 

[Mike]

Jeff,

Thanks for the reply. As you can tell, I'm slowly working through the steps
here. Comments in-line.

Mike

See comments in-line below...



This sounds like you are now working on the "UI" (User Interface) issues, a
topic related to graphic design. If you don't have experience creating
user-friendly (and user-proof) applications, you'll probably want to spend
some time learning about graphical user interface design.

That is correct, I have the information I am starting with working, I just
need to work on "what the user sees."

Why do you think it would not be simple for a user to start out on a form
they need to fill in?

I didn't quite say this right. I'm fine with it opening a form, but when I
double click on the database, it launches the form, but also shows all of the
tables and such behind it, and I want to prevent the users from seeing
anything other than the form they are to be using. I don't want them seeing
the tables and such.

If, by "switchboard", you mean the built-in Access switchboard, I think
you'll find, in the long run, that you have more flexibility and control if
you create an unbound form, add command buttons (that open other forms), and
use this "main menu" as a starting point.

OK, that makes sense. I was talking about the Access Switchboard, but I see
what you mean about creating an unbound form.

Whoops! Change of focus. Users probably care very little about any
behind-the-scenes work you do to implement security. Let me ask, is there
any reason any of the data should NOT be seen by some of the potential
users?

No, other than I don't want them messing with the tables and forms, only
filling out client information using the forms provided.

Depends, do you have a "split" design or are all your forms, queries, data,
reports (etc.) located in a single .mdb file? You'll need to split your
application/database and put the back-end (data-only) somewhere on a LAN
that all users can connect to.

I have a single .mdb file that I was going to store on a network share for
all users to use. I do have SQL server available, if that would be better?

Good luck!

Sorry about the simpleness of my questions, but I'm just starting on this
journey. I've been asked to come up with a client management program quickly
and so I'm learning on the fly. I bought the Access 2003 Bible and am
working from there, but I need all the help I can get.

 

[Jeff Boyce]

Mike

comments-on-comments-on-comments in-line below...<g>!

Jeff,

Thanks for the reply. As you can tell, I'm slowly working through the
steps
here. Comments in-line.



That is correct, I have the information I am starting with working, I just
need to work on "what the user sees."

Find some help (or ideas) on effective user interface design.

I didn't quite say this right. I'm fine with it opening a form, but when
I
double click on the database, it launches the form, but also shows all of
the
tables and such behind it, and I want to prevent the users from seeing
anything other than the form they are to be using. I don't want them
seeing
the tables and such.

You can set an option to Hide the Database Window. You can have the form
that opens on launch Maximize (to hide anything "behind" it).

OK, that makes sense. I was talking about the Access Switchboard, but I
see
what you mean about creating an unbound form.

No, other than I don't want them messing with the tables and forms, only
filling out client information using the forms provided.

If you have malicious or clumsy users, folks who break things on purpose or
on accident, you may need to implement some form of security (but it won't
be as effective as you hope!). If you hide the database window and, via
your user interface design, ONLY present them with what you want them to
see, you might not need security. NOTE!: Access is not Excel or Word. You
let users see "behind the curtain" in the latter two because they know how
to manipulate numbers and words. Very few users understand that Access is a
tool, not an application. You wouldn't turn someone loose with a

I have a single .mdb file that I was going to store on a network share for
all users to use. I do have SQL server available, if that would be
better?

Read up on split design ... and you don't need SQL-Server, Oracle, DB2, or
any other robust back-end to do this, unless you have a need you haven't
mentioned, for a more-robust back-end data store.

Sorry about the simpleness of my questions, but I'm just starting on this
journey. I've been asked to come up with a client management program
quickly
and so I'm learning on the fly. I bought the Access 2003 Bible and am
working from there, but I need all the help I can get.

Keep coming back here. The 'groups are pretty good for answering specific
questions.

Good luck!

Regards

Jeff Boyce
Microsoft Office/Access MVP