How can I report the metadata in an Access database?

[JimLudden]

Old versions of Access had a Database Documentor facility which was very
helpful but is no longer in the product.
Has anyone built this functionality into a set of VB modules that extract
the table, relationship, and column properties and put them into Access
tables for easy reporting?

 

[Lynn Trapp]

AFAIK, it is still there but may have moved to a different menu location.
What version of Access are you using?

 

[Jeff Conrad]

For a list of database objects:

I would suggest you try my new "Doug Steele Object Documentor" Add-In for Access. This
add-in will create a nice report of all your database objects for easy reference. The report will
list all the objects by category in alphabetical order in a three-column layout. It looks very sweet
in my opinion and it's even easier to use than the Access Documentor. Plus, you get a nice report
saved in your database that you can open again any time you wish! There is one version for Access 97
and another version that works for 2000, 2002, and 2003.

After installing, which takes all of about a minute to do, you simply do:
Tools | Add-Ins | Doug Steele Object Documentor
That's it! Poof! A nice slick report created in your database in just a couple of seconds.

You can find the free Add-In on MVP Doug Steele's site here:

http://members.rogers.com/douglas.j.steele/Documentor.html

For a list of Table Fields here are a few options:

1. If you need just one you could try Tools | Analyze | Documentor.
That will print out the fields and a whole bunch of other information as well.
You could do all the tables as well, just be careful which options you select.

2. See Allen Browne's site for some sample code:
http://members.iinet.net.au/~allenbrowne/func-06.html

3. As another option I created an Access Add-In called the "John Viescas Table Documentor" that will
list each table and its field properties in an easy-to-read format. It is even easier to use than
the built-in Access Documentor and creates a slick report right in your database that you can just
open again any time right from the Database Window. You could customize the report even more to your
liking if you desire.

Once installed all you have to do is Tools | Add-Ins | John Viescas Table Documentor. Poof! After a
few seconds a slick report is displayed on the screen. In a nut shell the Add-In creates a new key
table in your database, loops through each table (including linked ones) grabbing the information
needed, writes all this information to the key table, creates the report entirely in code, saves it,
and then displays it on the screen for you. That report can be opened again at any time since it is
saved as a new report object in your database. Easy as pie!

I am awaiting word back from John about the possibility of having him post it on his web site where
anyone can download it. In the meantime I do not believe he would have a problem if I sent you a
copy. If you do wish to have a copy please let me know where you would like it sent to (please mung
the e-mail address so you won't get spammed). There is one version for Access 97 and one for 2000
which works with 2000, 2002, and 2003.

 

[JimLudden]

I really could use a copy of John Viescas Table Documentor for Access 2000.
Send to (e-mail address removed).
Many thanks

 

[Lynn Trapp]

http://members.rogers.com/douglas.j.steele/Documentor.html

 

[Jeff Conrad]

Hi Jim,

No problem, a copy is being sent now. I sent it to the address listed in your posts.
Follow these steps to install the Add-In:

1. Unzip the file JVTableList.MDA to your Office or Access directory to easily find it when we
install the Add-In.

2. Now open any Access database and go up to "Tools" on the main Access menu bar. From there go down
to the option called "Add-Ins". This sub-menu will list any installed Access add-ins on your system,
as well as an option called "Add-In Manager". Click on the option called "Add-In Manager" and a new
screen will appear.

3. The box will display a list of available add-ins on the left side. Depending upon where you
unzipped the add-in file, you may see the John Viescas Table Documentor already listed in this box.
If the file is listed, click on the option to highlight it and then press the "Install" button to
complete the installation. There should now be a little "x" next to the option meaning it has now
been installed. If you do not see the add-in listed in this box simply click the button called "Add
New..." where you can browse for the location of the file. Once you find the file and click on it in
the browse window, you will be taken back to the Add-In Manager screen. Now you should see our
add-in listed in the box with a "x" by it meaning it has been successfully installed. If not,
highlight the option and then press the "Install" button to complete the installation. Hit the
"Close" button on the Add-In Manager when finished. That's it, now we're ready to use the utility!

4. To launch the add-in, simply open any database you wish to document and go up to Tools | Add-Ins
and click on the new option "John Viescas Table Documentor". Depending upon the number of tables in
your database (and whether they are linked or not), the utility should only take a few seconds to
create the report and display it on the screen. Once on screen you can either print the report or
just view the different pages. The utility creates a new report object in your database called
"rptzvTableFields" and a new table called "zvTableFields". If you wish to view the report again, you
can simply open the report in the Database Window or re-run the add-in utility if you have
added/changed/deleted new fields and/or tables. You can delete these database objects if you do not
wish to have them in your database.

Please post back to the newsgroup when you receive the file and if you have any problems . The
e-mail was being sent from a "dump" e-mail account and will not be checked if a reply is sent. The
only way I will know if you received the file is through the newsgroup.

Hope you find it useful.

 

[Jeff Conrad]

Hi Lynn,

That link is for my Doug Steele Object Documentor.
Jim wanted my John Viescas Table Documentor so I sent him a copy.
Still waiting for word back from John.
(Although it has been quite a while)

 

[JimLudden]

Outstanding. Thanks
I built something just like this a few years ago, but as a consultant, could
not take it with me at the end of the contract. My VB skills have
deteriorated, but not the need.

 

[Jeff Conrad]

You're welcome Jim, glad you like it!
Feel free to try my Doug Steele Object Documentor as well:

http://members.rogers.com/douglas.j.steele/Documentor.html

 

[Lynn Trapp]

Jeff,

Thanks. I didn't read far enough down on your original post to see that you
had created a "John Viescas" version.

 

[JimLudden]

Thanks to both of you. The John Viescas version was what I need - it creates
a new table with the metadata. In my case I needed to add Business
definitions for every column - the the JV documentor gives me the room to do
that when I don't have write access to the source database. It gives a
startup to creating a metadata repository for the (linked) database.

 

[Jeff Conrad]

Glad you found my John Viescas Table Documentor useful Jim.
Thanks for the feedback.