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Membership database updates



 
 
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  #1  
Old March 19th, 2008, 01:46 PM posted to microsoft.public.access.tablesdbdesign
Pennington
external usenet poster
 
Posts: 21
Default Membership database updates

I have created a membership database for our local branch of a charity and
designed various queries and reports to analyze particular trends. The source
table I called Members Jan 08 but I receive updates every quarter and when I
import the new membership list naming it Members Mar 08 and change references
to Jan 08 to Mar 08 in the queries and reports several of them fail to work.
I have had to recreate the queries and reports all over again.

I don't want to have to do this every quarter so is there an easier way of
doing this like running a find/replace query?

  #2  
Old March 19th, 2008, 03:36 PM posted to microsoft.public.access.tablesdbdesign
Duane Hookom
external usenet poster
 
Posts: 7,177
Default Membership database updates

Why not just name your table "tblMembers" or "Members" without storing any
data values in the table name?
--
Duane Hookom
Microsoft Access MVP


"Pennington" wrote:

I have created a membership database for our local branch of a charity and
designed various queries and reports to analyze particular trends. The source
table I called Members Jan 08 but I receive updates every quarter and when I
import the new membership list naming it Members Mar 08 and change references
to Jan 08 to Mar 08 in the queries and reports several of them fail to work.
I have had to recreate the queries and reports all over again.

I don't want to have to do this every quarter so is there an easier way of
doing this like running a find/replace query?

  #3  
Old March 19th, 2008, 03:46 PM posted to microsoft.public.access.tablesdbdesign
Klatuu
external usenet poster
 
Posts: 7,074
Default Membership database updates

Duane is correct. Having multiple tables with the same data is never a good
idea. You are already seeing the side effects.

If you need to separate the data by quarter (can't imagine why), you can add
a field to your table that defines the Year and Quarter. I have such a field
in a table in one of my apps. I carry it as Text in this format: yyyyq (for
first quarter 2008 it would be 20081. I use an input mask and format of
@@@@-@
--
Dave Hargis, Microsoft Access MVP


"Pennington" wrote:

I have created a membership database for our local branch of a charity and
designed various queries and reports to analyze particular trends. The source
table I called Members Jan 08 but I receive updates every quarter and when I
import the new membership list naming it Members Mar 08 and change references
to Jan 08 to Mar 08 in the queries and reports several of them fail to work.
I have had to recreate the queries and reports all over again.

I don't want to have to do this every quarter so is there an easier way of
doing this like running a find/replace query?

  #4  
Old March 19th, 2008, 05:28 PM posted to microsoft.public.access.tablesdbdesign
Fred
external usenet poster
 
Posts: 1,451
Default Membership database updates

Of course the other folks are correct, but you might want to start with a
couple fundamental questions:

Is membership status something that is tied to a particular quarter (i.e.
they are members for one quarter at a time) or is it just that you received
updates quarterly but membership is for a longer period (e.g. for 1 year,
until the end of the calendar year, indefinitely until modified etc.)

What specifically are you recording? Obviously, "membership", but that's
too vague. Answer in the context in the previous and next paragraph.

I run membership databases for a lot of organizations. For most situations
the best solution is table with fields for the other information such as
membership status. The table can either be such that the presence of a
record means somehtin g(like they are a current member) or, preferably, be a
list of current and past members with fields that contain relevant membership
information.

Is it just "who is currently a member".

"Pennington" wrote:

I have created a membership database for our local branch of a charity and
designed various queries and reports to analyze particular trends. The source
table I called Members Jan 08 but I receive updates every quarter and when I
import the new membership list naming it Members Mar 08 and change references
to Jan 08 to Mar 08 in the queries and reports several of them fail to work.
I have had to recreate the queries and reports all over again.

I don't want to have to do this every quarter so is there an easier way of
doing this like running a find/replace query?

  #5  
Old March 20th, 2008, 12:54 PM posted to microsoft.public.access.tablesdbdesign
Evi
external usenet poster
 
Posts: 898
Default Membership database updates

I'm guessing that when you receive your list, you don't know if the members
in your current table are also in the new list.
If you do have a way of identifying members (other than name and Date of
birth, which is never 100% reliable) like a unique membership number, we can
help you to make a query which sets a CurrentMember tickbox to True if the
member appears in your new list and all the other members in your Current
Table to False.
If you need to Archive your old records (because there are loads of names),
you can use an Append query to add all the 'False member's to an archive
table which will have a Year field so that you know which year they were
members. The False members will be deleted from your main table using a
simple delete query.
The Archive Table is created by copy/pasting your current table (without the
data).
Add a Year field to both tables to contain the year number.

This method means that you have the option to retrieve a member from the
Archive table and append him back if you still want his data and even use a
Union Query to unite the Archive and normal table so that you can view eg a
membership history of your charity.

You can now use your table without any name changes for reports and queries.
You can also copy and pasted of some of your reports and queries, changing
their name to eg QryArchiveMembers, RptArchivePayments adjusting the table
in the query grid to your Archive table and adjusting the Record Source of
the reports to point to these 'Archive' queries

The only alteration you will need to do to reports is to add a Year field
and group them by that.
Evi



"Pennington" wrote in message
...
I have created a membership database for our local branch of a charity and
designed various queries and reports to analyze particular trends. The

source
table I called Members Jan 08 but I receive updates every quarter and when

I
import the new membership list naming it Members Mar 08 and change

references
to Jan 08 to Mar 08 in the queries and reports several of them fail to

work.
I have had to recreate the queries and reports all over again.

I don't want to have to do this every quarter so is there an easier way of
doing this like running a find/replace query?



  #6  
Old March 20th, 2008, 03:08 PM posted to microsoft.public.access.tablesdbdesign
Pennington
external usenet poster
 
Posts: 21
Default Membership database updates

Yes you are correct. Each member does have a unique membership number which I
make the primary key. There is also a field Date Joined but unfortunately the
new list I receive has new members but not suspended members who may return
or those who have resigned.

From your explanation I think it is what I am seeking but I am not sure I
understand it completely. Could your solution mean I have one list of members
with a field for indicating "Date Removed" so that after importing the
updated list into a new table I run a query that adds new members to the
members table and for members not found in the update it adds the current
month/year in the Date Removed field. Some of those members that do not
appear in an updated list may simply be suspended because they have not paid
and are reinstated once they have paid up to date so I need to keep their
details on record.

I don't think I need to archive the data as we have only 1300 members in the
branch and we don't expect it to go beyond 10,000.

In a Report that I have created using the wizard the record source field is
blank and when I have added a different source record from the one on which
it was created I find it does not work. Why is this?

I do need help writing these queries as I am not an expert in Access, just a
guy who volunteered to do the job as I have some experience in using it.

"Evi" wrote:

I'm guessing that when you receive your list, you don't know if the members
in your current table are also in the new list.
If you do have a way of identifying members (other than name and Date of
birth, which is never 100% reliable) like a unique membership number, we can
help you to make a query which sets a CurrentMember tickbox to True if the
member appears in your new list and all the other members in your Current
Table to False.
If you need to Archive your old records (because there are loads of names),
you can use an Append query to add all the 'False member's to an archive
table which will have a Year field so that you know which year they were
members. The False members will be deleted from your main table using a
simple delete query.
The Archive Table is created by copy/pasting your current table (without the
data).
Add a Year field to both tables to contain the year number.

This method means that you have the option to retrieve a member from the
Archive table and append him back if you still want his data and even use a
Union Query to unite the Archive and normal table so that you can view eg a
membership history of your charity.

You can now use your table without any name changes for reports and queries.
You can also copy and pasted of some of your reports and queries, changing
their name to eg QryArchiveMembers, RptArchivePayments adjusting the table
in the query grid to your Archive table and adjusting the Record Source of
the reports to point to these 'Archive' queries

The only alteration you will need to do to reports is to add a Year field
and group them by that.
Evi



"Pennington" wrote in message
...
I have created a membership database for our local branch of a charity and
designed various queries and reports to analyze particular trends. The

source
table I called Members Jan 08 but I receive updates every quarter and when

I
import the new membership list naming it Members Mar 08 and change

references
to Jan 08 to Mar 08 in the queries and reports several of them fail to

work.
I have had to recreate the queries and reports all over again.

I don't want to have to do this every quarter so is there an easier way of
doing this like running a find/replace query?




  #7  
Old March 20th, 2008, 04:59 PM posted to microsoft.public.access.tablesdbdesign
Evi
external usenet poster
 
Posts: 898
Default Membership database updates

The reason your report's record source is blank is beccause the table on
which they were based no longer exists. If you click next to RecordSource
you can then choose a different table or query from the list on which to
base your report. When you stop renaming your tables, this will no longer
happen.
If you don't have to remove non-current members then it is even easier - no
need for an archive table.

You definitely *don't* need a different field for current members, just
filter using your DateRemoved field or even a tickbox Yes/No field if you
need also need some other way to indicate someone has left.
Your unique membership number will ensure that you don't accidentally add
member twice.
I really don't understand why you have been renaming tables. Is it because
you need to look back to who was your member on any one year? I can see why
that could be tricky if a member is suspended and then re-instated but there
will be a way of doing that if it is needed.

You will create a query based on your members table. It can have all the
same fields if you wish. You could call it QryCurrentMembers
In the criteria line under Date Removed, type
Is Null

(for past members your criteria will be Is Not Null)

In Design View of your report, click next to Record Source and choose this
query instead of your Table.

Which are the queries you are unsure about creating? We can 'talk' you
through them if we know what you don't already know.

Evi









"Pennington" wrote in message
...
Yes you are correct. Each member does have a unique membership number

which I
make the primary key. There is also a field Date Joined but unfortunately

the
new list I receive has new members but not suspended members who may

return
or those who have resigned.

From your explanation I think it is what I am seeking but I am not sure I
understand it completely. Could your solution mean I have one list of

members
with a field for indicating "Date Removed" so that after importing the
updated list into a new table I run a query that adds new members to the
members table and for members not found in the update it adds the current
month/year in the Date Removed field. Some of those members that do not
appear in an updated list may simply be suspended because they have not

paid
and are reinstated once they have paid up to date so I need to keep their
details on record.

I don't think I need to archive the data as we have only 1300 members in

the
branch and we don't expect it to go beyond 10,000.

In a Report that I have created using the wizard the record source field

is
blank and when I have added a different source record from the one on

which
it was created I find it does not work. Why is this?

I do need help writing these queries as I am not an expert in Access, just

a
guy who volunteered to do the job as I have some experience in using it.

"Evi" wrote:

I'm guessing that when you receive your list, you don't know if the

members
in your current table are also in the new list.
If you do have a way of identifying members (other than name and Date of
birth, which is never 100% reliable) like a unique membership number, we

can
help you to make a query which sets a CurrentMember tickbox to True if

the
member appears in your new list and all the other members in your

Current
Table to False.
If you need to Archive your old records (because there are loads of

names),
you can use an Append query to add all the 'False member's to an archive
table which will have a Year field so that you know which year they were
members. The False members will be deleted from your main table using a
simple delete query.
The Archive Table is created by copy/pasting your current table (without

the
data).
Add a Year field to both tables to contain the year number.

This method means that you have the option to retrieve a member from the
Archive table and append him back if you still want his data and even

use a
Union Query to unite the Archive and normal table so that you can view

eg a
membership history of your charity.

You can now use your table without any name changes for reports and

queries.
You can also copy and pasted of some of your reports and queries,

changing
their name to eg QryArchiveMembers, RptArchivePayments adjusting the

table
in the query grid to your Archive table and adjusting the Record Source

of
the reports to point to these 'Archive' queries

The only alteration you will need to do to reports is to add a Year

field
and group them by that.
Evi



"Pennington" wrote in message
...
I have created a membership database for our local branch of a charity

and
designed various queries and reports to analyze particular trends. The

source
table I called Members Jan 08 but I receive updates every quarter and

when
I
import the new membership list naming it Members Mar 08 and change

references
to Jan 08 to Mar 08 in the queries and reports several of them fail to

work.
I have had to recreate the queries and reports all over again.

I don't want to have to do this every quarter so is there an easier

way of
doing this like running a find/replace query?






  #8  
Old March 20th, 2008, 09:39 PM posted to microsoft.public.access.tablesdbdesign
Pennington
external usenet poster
 
Posts: 21
Default Membership database updates

Many thanks, this is most helpful.

Yes you are correct the Reports do have a source record but the Charts do
not even though the query on which they are based still exists.

The reason I was renaming tables is that I built the database using the Dec
07 members list I received. I received an update in Feb 08 and created a new
table. Although I could easily establish who the new members were from the
DateJoined field I used the "Unmatched Query Wizard" to find the members that
were not in the list as there is no MembersRemoved field in the lists I am
sent (I have asked for this data but as yet I am not being sent it)

Now I have gone back to the first table I created and have created a new
query as you suggested and presumably I simply produce another copy with
different criteria depending on whether I want a list of new members or a
list of ex-members.

Now, how do I import the updated lists for Feb and Mar as there is no
MemberRemoved field? Even if I create such a field before I import it, it
will be blank. If I import the data into the existing table I won't know if
any members have been removed from the later list

"Evi" wrote:

The reason your report's record source is blank is beccause the table on
which they were based no longer exists. If you click next to RecordSource
you can then choose a different table or query from the list on which to
base your report. When you stop renaming your tables, this will no longer
happen.
If you don't have to remove non-current members then it is even easier - no
need for an archive table.

You definitely *don't* need a different field for current members, just
filter using your DateRemoved field or even a tickbox Yes/No field if you
need also need some other way to indicate someone has left.
Your unique membership number will ensure that you don't accidentally add
member twice.
I really don't understand why you have been renaming tables. Is it because
you need to look back to who was your member on any one year? I can see why
that could be tricky if a member is suspended and then re-instated but there
will be a way of doing that if it is needed.

You will create a query based on your members table. It can have all the
same fields if you wish. You could call it QryCurrentMembers
In the criteria line under Date Removed, type
Is Null

(for past members your criteria will be Is Not Null)

In Design View of your report, click next to Record Source and choose this
query instead of your Table.

Which are the queries you are unsure about creating? We can 'talk' you
through them if we know what you don't already know.

Evi









"Pennington" wrote in message
...
Yes you are correct. Each member does have a unique membership number

which I
make the primary key. There is also a field Date Joined but unfortunately

the
new list I receive has new members but not suspended members who may

return
or those who have resigned.

From your explanation I think it is what I am seeking but I am not sure I
understand it completely. Could your solution mean I have one list of

members
with a field for indicating "Date Removed" so that after importing the
updated list into a new table I run a query that adds new members to the
members table and for members not found in the update it adds the current
month/year in the Date Removed field. Some of those members that do not
appear in an updated list may simply be suspended because they have not

paid
and are reinstated once they have paid up to date so I need to keep their
details on record.

I don't think I need to archive the data as we have only 1300 members in

the
branch and we don't expect it to go beyond 10,000.

In a Report that I have created using the wizard the record source field

is
blank and when I have added a different source record from the one on

which
it was created I find it does not work. Why is this?

I do need help writing these queries as I am not an expert in Access, just

a
guy who volunteered to do the job as I have some experience in using it.

"Evi" wrote:

I'm guessing that when you receive your list, you don't know if the

members
in your current table are also in the new list.
If you do have a way of identifying members (other than name and Date of
birth, which is never 100% reliable) like a unique membership number, we

can
help you to make a query which sets a CurrentMember tickbox to True if

the
member appears in your new list and all the other members in your

Current
Table to False.
If you need to Archive your old records (because there are loads of

names),
you can use an Append query to add all the 'False member's to an archive
table which will have a Year field so that you know which year they were
members. The False members will be deleted from your main table using a
simple delete query.
The Archive Table is created by copy/pasting your current table (without

the
data).
Add a Year field to both tables to contain the year number.

This method means that you have the option to retrieve a member from the
Archive table and append him back if you still want his data and even

use a
Union Query to unite the Archive and normal table so that you can view

eg a
membership history of your charity.

You can now use your table without any name changes for reports and

queries.
You can also copy and pasted of some of your reports and queries,

changing
their name to eg QryArchiveMembers, RptArchivePayments adjusting the

table
in the query grid to your Archive table and adjusting the Record Source

of
the reports to point to these 'Archive' queries

The only alteration you will need to do to reports is to add a Year

field
and group them by that.
Evi



"Pennington" wrote in message
...
I have created a membership database for our local branch of a charity

and
designed various queries and reports to analyze particular trends. The
source
table I called Members Jan 08 but I receive updates every quarter and

when
I
import the new membership list naming it Members Mar 08 and change
references
to Jan 08 to Mar 08 in the queries and reports several of them fail to
work.
I have had to recreate the queries and reports all over again.

I don't want to have to do this every quarter so is there an easier

way of
doing this like running a find/replace query?







  #9  
Old March 20th, 2008, 10:05 PM posted to microsoft.public.access.tablesdbdesign
Fred
external usenet poster
 
Posts: 1,451
Default Membership database updates

If you don't mind bluntness that only intended to try to be helpful.

I run membership data / dabases for 6 organizations, 2 of them for over 20
years.

You never explained the key points, but they are finally starting to come
out.

Now it looks like there is something fundamentally wrong with what's
happening. It sounds your organization is running two databases that are,
doing the same thing. And they are sending you "updates" in the worst
possible way (just the whole list, with no useful fields about additions /
deletions) and then you are trying to go through contortions trying to deal
with this fundamentally mixed up situations. So, your efforts to deal with
that mess are a good tough workout for learning Access, but is much more
difficult that it should be.

The best thing would be for your organization to decide who is running the
membership database, and for that function there should only be one database.
All CHANGES should then get entered in THAT database. And all data and
reports that people need should come from that database.

Sincerley,

Fred


"Pennington" wrote:

Many thanks, this is most helpful.

Yes you are correct the Reports do have a source record but the Charts do
not even though the query on which they are based still exists.

The reason I was renaming tables is that I built the database using the Dec
07 members list I received. I received an update in Feb 08 and created a new
table. Although I could easily establish who the new members were from the
DateJoined field I used the "Unmatched Query Wizard" to find the members that
were not in the list as there is no MembersRemoved field in the lists I am
sent (I have asked for this data but as yet I am not being sent it)

Now I have gone back to the first table I created and have created a new
query as you suggested and presumably I simply produce another copy with
different criteria depending on whether I want a list of new members or a
list of ex-members.

Now, how do I import the updated lists for Feb and Mar as there is no
MemberRemoved field? Even if I create such a field before I import it, it
will be blank. If I import the data into the existing table I won't know if
any members have been removed from the later list

"Evi" wrote:

The reason your report's record source is blank is beccause the table on
which they were based no longer exists. If you click next to RecordSource
you can then choose a different table or query from the list on which to
base your report. When you stop renaming your tables, this will no longer
happen.
If you don't have to remove non-current members then it is even easier - no
need for an archive table.

You definitely *don't* need a different field for current members, just
filter using your DateRemoved field or even a tickbox Yes/No field if you
need also need some other way to indicate someone has left.
Your unique membership number will ensure that you don't accidentally add
member twice.
I really don't understand why you have been renaming tables. Is it because
you need to look back to who was your member on any one year? I can see why
that could be tricky if a member is suspended and then re-instated but there

  #10  
Old March 21st, 2008, 12:07 AM posted to microsoft.public.access.tablesdbdesign
Pennington
external usenet poster
 
Posts: 21
Default Membership database updates

I don't mind bluntness but I did explain that the list I am handling is for a
local branch of a charity. The main database is in HQ and they send me a list
of members in my branch. HQ can do all sorts of things with the database but
the branch needs to understand its members so that is why I want to look at
local trends. I was able to create all the necessary Reports and Charts but
the difficulty I have is when I receive an update from HQ. that omits
ex-members but may have address changes and other changes that means I cannot
use the members table I have currently.

Perhaps what I need to do is
a) import the update into a new table and name it NewMembers,
b) run the "unmatched query wizard" with the CurrentMembers table to
identify the ex-members ,
c) check the MembersRemoved field and delete the rest
d) merge this list with the NewMembers table
e) delete the CurrentMembers table and rename the NewMembers table as
CurrentMembers so that the Reports and Charts work.

Incidentally, when I rename a table does it automatically update all
references to that table because I tried this and it didn't seem to work.

If you can help me write a query to do this in less steps it would be
brilliant.

"Fred" wrote:

If you don't mind bluntness that only intended to try to be helpful.

I run membership data / dabases for 6 organizations, 2 of them for over 20
years.

You never explained the key points, but they are finally starting to come
out.

Now it looks like there is something fundamentally wrong with what's
happening. It sounds your organization is running two databases that are,
doing the same thing. And they are sending you "updates" in the worst
possible way (just the whole list, with no useful fields about additions /
deletions) and then you are trying to go through contortions trying to deal
with this fundamentally mixed up situations. So, your efforts to deal with
that mess are a good tough workout for learning Access, but is much more
difficult that it should be.

The best thing would be for your organization to decide who is running the
membership database, and for that function there should only be one database.
All CHANGES should then get entered in THAT database. And all data and
reports that people need should come from that database.

Sincerley,

Fred


"Pennington" wrote:

Many thanks, this is most helpful.

Yes you are correct the Reports do have a source record but the Charts do
not even though the query on which they are based still exists.

The reason I was renaming tables is that I built the database using the Dec
07 members list I received. I received an update in Feb 08 and created a new
table. Although I could easily establish who the new members were from the
DateJoined field I used the "Unmatched Query Wizard" to find the members that
were not in the list as there is no MembersRemoved field in the lists I am
sent (I have asked for this data but as yet I am not being sent it)

Now I have gone back to the first table I created and have created a new
query as you suggested and presumably I simply produce another copy with
different criteria depending on whether I want a list of new members or a
list of ex-members.

Now, how do I import the updated lists for Feb and Mar as there is no
MemberRemoved field? Even if I create such a field before I import it, it
will be blank. If I import the data into the existing table I won't know if
any members have been removed from the later list

"Evi" wrote:

The reason your report's record source is blank is beccause the table on
which they were based no longer exists. If you click next to RecordSource
you can then choose a different table or query from the list on which to
base your report. When you stop renaming your tables, this will no longer
happen.
If you don't have to remove non-current members then it is even easier - no
need for an archive table.

You definitely *don't* need a different field for current members, just
filter using your DateRemoved field or even a tickbox Yes/No field if you
need also need some other way to indicate someone has left.
Your unique membership number will ensure that you don't accidentally add
member twice.
I really don't understand why you have been renaming tables. Is it because
you need to look back to who was your member on any one year? I can see why
that could be tricky if a member is suspended and then re-instated but there

 




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