How do I store data away somewhere after entered

[Gareth]

Hi

Again being a newbie I feel compelled to ask yet more questions!

In one of my tables I use it to store worked hours for personal. This
composes of around 20 or so fields. All of this is for one week only.

What I need to know is how can I store this away somewhere once completed? I
can (just about and still wrong) create a report showing a summary of that
record, I can then print this off to store in a paper file but what i want to
do is ensure this data is stored somewhere else like in a historic table for
the person.

Any helps?

As ever idiots guide only please and I am on msn/email. - (e-mail address removed)

Gareth

 

[Rick Brandt]

Hi

Again being a newbie I feel compelled to ask yet more questions!

In one of my tables I use it to store worked hours for personal. This
composes of around 20 or so fields. All of this is for one week only.

What I need to know is how can I store this away somewhere once
completed? I can (just about and still wrong) create a report showing
a summary of that record, I can then print this off to store in a
paper file but what i want to do is ensure this data is stored
somewhere else like in a historic table for the person.

Any helps?

As ever idiots guide only please and I am on msn/email. -
(e-mail address removed)

Gareth

If you are keeping one record for an entire week then that is a design
problem. You make a record per-entry and include a field for the date.
That date field then allows you to group records by week therefore you never
have to "start a new week". You just keep adding individual entries and let
your forms and reports worry about grouping them into weeks.

 

[Gareth]

Hi Rick
Thanks for response.
I understand what you mean but not sure how it works in practice. So i have
created several records of a number of people now, Along with this I have a
few fields as well and have relevent data in them (ie: hours worked), this
includes the date.

How do I then redo the whole things again without delteing anything? Do i
create a brand new record (won this get messy and confusing?) if i keep
creating more and more fields again this will be messy as having to scroll to
relevent field time and time again. ( I thinking in a excell mentality here
and trying to change)

is it a case of each record should have its own table?
or is more of (below example

name: Date: 5hrs / 5hrs / 4hrs
date: 5hrs / 5hrs / 4hrs
date: 5hrs / 5 hrs / 4 hrs

and so on?


G

 

[KARL DEWEY]

Your table should be like this --
Name WrkDate Hours Type
Joe Smith 9/11/08 6.3 Reg
Joe Smith 9/11/08 1.7 Vac
Joe Smith 9/12/08 8.0 Sck

 

[Gareth]

Thanks Karl

but would I have to create a table for each person? I have almost 500 people
here I need to put on and cant imagine that many tables.

thanks

 

[Rick Brandt]

Thanks Karl

but would I have to create a table for each person? I have almost 500
people here I need to put on and cant imagine that many tables.

Your table should be like this --
Name WrkDate Hours Type
Joe Smith 9/11/08 6.3 Reg
Joe Smith 9/11/08 1.7 Vac
John Doe 9/12/08 8.0 Sck
Curly Joe 9/11/08 8.0 Reg
Moe Howard 9/11/08 6.5 Reg
Moe Howard 9/11/08 1.5 Vac

 

[Gareth]

So, all of this would be entered in 1 table? and a report created to show
specific details ie: persons working on such date?
Is this not inefficient as of having 500 people working different shifts
this table would have several thousand records quite quickly?

thanks

 

[Douglas J. Steele]

So? Several thousand records is nothing for Access. If you were talking
several hundred thousand records, it might be a bit more of a strain, but
I've worked with Access applications with millions of rows in a table.

Actually, you'd probably have two tables: one that has a single row for each
person whose time you're tracking (this is where you'd store indicative
information like their address, their phone number and so on), plus a second
table that has one row for each work day for each person.

 

[Gareth]

Hmmm, not sure if this would look very streamlined. I dont want to have users
scroll all the way down for 5 minutes just to find a new spot to put in a
time. is there no other way? I guess excel can do this (and currently is
being used this way) and we have around 50 tables in excell so far; but I
want access to produce reports and sort it to make it neat and tidy rather
than cluttered? Does this make sense?

I have the idea of how the database should work and how they fit together
its just the actually creating it I am struggling with.

Thanks

 

[KARL DEWEY]

I dont want to have users scroll all the way down for 5 minutes just to
find a new spot to put in a time.
No scrolling! You should not be entering data directly into the table.
Use a form with Data Entry property set to Yes. The form will open to a new
blank record.