Fred Boer - Amateur Access Enthusiast

[Fred Boer]

Hello all!

I'd like some advice/comments on a situation I am facing:

I have moved to a new job in new department. In this department we work as
consultants, on the road constantly. We need to manage information on our
clients and generate reports using a mail merge process. Currently, the
department uses Microsoft Outlook. A copy of the "Contacts" folder is stored
on the network with shared access. The department is rolling out VPN access
for the consultants. This will, as I understand it, allow us to gain access
to the shared "Contacts" folder from anywhere we travel. Data entry/editing
can be done remotely, as can mail merging our reports. Security is a big
issue, btw... (as is IT control of resources.. I have a nice new laptop, but
am restricted from doing *anything* with it. Grr. Can't even change the
power saving settings to stop it from shutting down every 5 minutes...Grr..)

This system was put into place before I arrived and the person who developed
the system has moved to another job elsewhere. So, I've become involved in
managing/refining/developing an existing Outlook contact custom form. (I've
discovered to my chagrin, after volunteering and diving into this, that
Outlook forms *look* a lot like Access forms but they are very different,
and that Access VBA skills do *not* smoothly translate into Outlook
VBScript/VBA skills!)

As you might expect, I'm thinking: "Boy, this is really a job for a *real*
database... isn't there some way I could do this in Access?". BUT I know
that Access and WAN do not mix (I re-read Albert's fine article). AND we are
unlikely to move to Office 2007 for years. SO, given this scenario:

1. What are other options for managing a system like this?
2. I don't know much (anything) about thin clients like TS - would that
work?

Obviously, in the short term, just streamlining and massaging the current
process will have to do, but maybe I can suggest a pathway for the future...

Thanks for your thoughts!

 

[Mark Andrews]

Most companies would use a web-based CRM package. Perhaps Microsoft CRM or
something from Sage would fit the bill. If it's really simple perhaps a
home grown contacts web-app.

If you are going to use Access yes look into TS or other ways to remotely
control a computer that sits on the LAN.

My two cents,
Mark

 

[Albert D. Kallal]

As you might expect, I'm thinking: "Boy, this is really a job for a *real*
database... isn't there some way I could do this in Access?". BUT I know
that Access and WAN do not mix (I re-read Albert's fine article). AND we
are unlikely to move to Office 2007 for years. SO, given this scenario:

1. What are other options for managing a system like this?
2. I don't know much (anything) about thin clients like TS - would that
work?

Obviously, in the short term, just streamlining and massaging the current
process will have to do, but maybe I can suggest a pathway for the
future...

My article pretty which outlines your possibilities here. Since all these
users are going to be connecting to the central or office network via a VPN,
then a good solution in this case is to consider SQL server for the back
end. This approach means your deploy your access "front end" application to
each computer (laptops) in question. Furthermore there's likely good chance
that a version of SQL server is already running somewhere on your office
server now. Furthermore if SQL server is not running, perhaps you can get it
installed, as are several free additions from Microsoft that would be ideal
a suited to your situation (so this way you don't have to get approval for
software purchasing). The beauty of this approach is that for the most part
you get to develop using MS access, but only the back end table data resides
on SQL server. As mentioned, this is an especially compelling solution if
you already have SQL server running at this workplace.

If you don't have anything running, and then you have to start building some
kind of infrastructure, then terminal services is another really great
choice. The reason why TS is such a good choice is because then you don't
have to deploy or or learn or even change how you develop your software (in
other words TS is a good option, because then you don't have to learn SQL
server).

Another possibility is does your company have sharepoint running? An amazing
amount of organizations are running sharepoint these days. As mentioned you
don't have access 2007 as of yet, but this is a future consideration also.
(and keep in mind if you're not running sharepoint, then you can use the
free online edition called office live at www.officelive.com).

 

[Fred Boer]

Hi!

First of all! OOPS! I don't know how I managed to name this thread like
that! I guess I was fiddling with adding my signature or something.
Apologies for such a stupid subject line!!

Thanks for the advice!

Albert, how does TS relate to security? Is it something you need to have a
VPN to do? Is it as secure as the system that is currently in place? I must
do some research on how it works...

Thanks again!

Fred

 

[Albert D. Kallal]

Hi!

First of all! OOPS! I don't know how I managed to name this thread like
that! I guess I was fiddling with adding my signature or something.
Apologies for such a stupid subject line!!

Thanks for the advice!

Albert, how does TS relate to security? Is it something you need to have a
VPN to do? Is it as secure as the system that is currently in place? I
must do some research on how it works...

Thanks again!

If the secure tunnel is setup, this is often referred to as a VPN. In other
words when those people start up their laptops, this VPN simply gives them a
connection to the office network. This connection means that they're really
part of the office network, and things like shared folders, and even
printers on the office network will appear in their network neighborhood.
They can use shared folders, they can print printers on the office network.
So a VPN is truly is a virtual network. Since the people are part of this
virtual network, then any file share, SQL server, or in this case terminal
services that is running on the office network can be used by any of these
users. As mentioned, you could attempt to link a front end to a backend
sitting on one of the folders in that office network, but as mentioned
performance and problems make this not very workable over a virtual private
network.

So, the VPN gives these remote employees the ability to become part of your
office network, so at that point if you have SQL server, or terminal
services on your network at the office, any these users can use it just like
people who are in the building and part of your standard office network
(LAN) can use things on that newtork.

So, once this secure connection is setup, then you have several
possibilities such as SQL server, or as mentioned terminal services.

 

[Fred Boer]

Hi Mark:

Thanks, I am unfamiliar with CRM software. I'll look into it.

Cheers!
Fred

 

[Mark Andrews]

If you go the sharepoint route you could also possibly use plain old WSS
(windows sharepoint services) which is free and comes with Windows server.
If you go web-based I think a real CRM system would be best (even if you go
for a hosted one and just pay monthly fees). Sharepoint is better for doc
management and content that for perhaps a database of contacts and related
activities/opportunities etc....

Otherwise TS and Access is always good.

My two cents,
Mark