Naming databases, mail merge files, etc.

[Randi]

I posted this question on 8-6 and received a response, but
it was not quite what I was looking for...I should have
been more specific...

I have basically taught myself Access on Access 2.0. I
haven't done a very good job, though, so here is my
question...

For my work, I have a database that I wish to use over and
over for different counties in the state. There are two
tables for each county, that I query to produce the
necessary mini reports. (I have no choice about the fact
that there are two tables for each county--one is for the
State & one is for the Feds.) In addition, I have a mail
merge document that I use to generate my large report,
which is 3 pages long. I set up the queries, form,
reports, and mail merge document based on a particular
county. Now I wish to use the tables from another county
in the database without keeping the original county's
tables there. Is there a way to make my existing database
and mail merge document more generic so that I can easily
switch from one county to the other? (The tables for each
county always have the same number and names of fields
with the same primary key.)

Or, is there a way to have a generic database that asks me
for the county number and then is able to draw from the
corresponding tables? For example, we used to use Paradox
to prepare these reports. Upon opening our general
database, it would ask us to type in the County number.
Does Access have anything like that?

I'm not sure if I wrote this correctly, but hopefully
someone will have some advice!

Thank You!
Randi
..

 

[Tim Ferguson]

Or, is there a way to have a generic database that asks me
for the county number and then is able to draw from the
corresponding tables? For example, we used to use Paradox
to prepare these reports. Upon opening our general
database, it would ask us to type in the County number.
Does Access have anything like that?

Yes: this would be a normal way to proceed, and as John (I think) said,
much easier to maintain than a bunch of chopped-up tables.

Without knowing more about your setup, it should be possible for the data
entry form to work out which county it is in and enter the appropriate
value in the County field.

As to the report, you'd base it on a query that includes a WHERE criterion
for the appropriate County: you can enter that either using an InputBox, or
a field on a form, or work it out from the environment or ask the user, or
etc. etc. etc.

HTH


Tim F