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#1
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How can i set up data to auto transfer to a different table upon .
I have a student database with current students and when I type "Archive" in
the status column I want the record to transfer to the archive file and delete from the current records file. |
#2
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To put it in female terms I am trying to say - If Status="archive"then move
record to (table "Archive") "Lisa blair" wrote: I have a student database with current students and when I type "Archive" in the status column I want the record to transfer to the archive file and delete from the current records file. |
#3
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There is no need to move it. In your reports, queries, and forms, simply
exclude any records with the status of "archive". It is not normal database practices to move data from table to table. Rick B "DB Queen (Not)" wrote in message ... To put it in female terms I am trying to say - If Status="archive"then move record to (table "Archive") "Lisa blair" wrote: I have a student database with current students and when I type "Archive" in the status column I want the record to transfer to the archive file and delete from the current records file. |
#4
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Seeing this post, I have a followup question. I have a student discipline
database that was becoming large (for our standards) so I created an archive table and a macro that did an append and delete query to the tables. If not archiving, how do you get around having to go through 8000 records to view more recent ones? Many of the teachers who use my database are not Access or general database literate (no offense to them as they have told me this). If I setup a filter or allowed the menubar filter to be present, I'm afraid there would be corruption problems and accidental erasures/changes to existing records. "Rick B" wrote: There is no need to move it. In your reports, queries, and forms, simply exclude any records with the status of "archive". It is not normal database practices to move data from table to table. Rick B "DB Queen (Not)" wrote in message ... To put it in female terms I am trying to say - If Status="archive"then move record to (table "Archive") "Lisa blair" wrote: I have a student database with current students and when I type "Archive" in the status column I want the record to transfer to the archive file and delete from the current records file. |
#5
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You would add an "archive" field to the table. Or an "inactive" field. Or
you could include a date in your records. Then, any form, report, or query would have the criteria [Archive] = false or [Inactive] = False or [DisciplineDate] Date()-365 Do not set up filters or make them do it, simply include the criteria in your query. In other words, the form NEVER displays the old records. You don't have to move them to another table, you simply mark them as "old". Furthermore, these "discipline" records would most likely be tied to a particular student. If that student is flagged as "inactive" or has an entry in the "graduation date" or similar, then their records should not show up anywhere. You never want to build a database that requires you to go in and clean stuff up all the time. Use the queries to determine what data you are looking at. Of course, there will come a point when you may want to get rid of old stuff, but my personal philosophy is that if you will need it for any reason, keep it out there and flag it as old. The only time I take it out of the table is when it is so old that I no longer need it, and then I simply run delete queries. Rick B "Eduman" wrote in message ... Seeing this post, I have a followup question. I have a student discipline database that was becoming large (for our standards) so I created an archive table and a macro that did an append and delete query to the tables. If not archiving, how do you get around having to go through 8000 records to view more recent ones? Many of the teachers who use my database are not Access or general database literate (no offense to them as they have told me this). If I setup a filter or allowed the menubar filter to be present, I'm afraid there would be corruption problems and accidental erasures/changes to existing records. "Rick B" wrote: There is no need to move it. In your reports, queries, and forms, simply exclude any records with the status of "archive". It is not normal database practices to move data from table to table. Rick B "DB Queen (Not)" wrote in message ... To put it in female terms I am trying to say - If Status="archive"then move record to (table "Archive") "Lisa blair" wrote: I have a student database with current students and when I type "Archive" in the status column I want the record to transfer to the archive file and delete from the current records file. |
#6
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I guess the question to ask is, "Why did you archive it?" Is it because you
may need to use that data from time to time? If so, wouldn't it be nice to pull the archive data AND the current data in those instances? Doing it as you currently do would not allow that. If you ever needed to evaluate current and archive data, you'd have to run multiple reports. Rick B "Eduman" wrote in message ... Seeing this post, I have a followup question. I have a student discipline database that was becoming large (for our standards) so I created an archive table and a macro that did an append and delete query to the tables. If not archiving, how do you get around having to go through 8000 records to view more recent ones? Many of the teachers who use my database are not Access or general database literate (no offense to them as they have told me this). If I setup a filter or allowed the menubar filter to be present, I'm afraid there would be corruption problems and accidental erasures/changes to existing records. "Rick B" wrote: There is no need to move it. In your reports, queries, and forms, simply exclude any records with the status of "archive". It is not normal database practices to move data from table to table. Rick B "DB Queen (Not)" wrote in message ... To put it in female terms I am trying to say - If Status="archive"then move record to (table "Archive") "Lisa blair" wrote: I have a student database with current students and when I type "Archive" in the status column I want the record to transfer to the archive file and delete from the current records file. |
#7
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#8
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Just a note to say thanks to all you guys who helped me with this. Really
appreciate it. Will play around with it today and hopefully get the result I am looking for. "Lisa blair" wrote: I have a student database with current students and when I type "Archive" in the status column I want the record to transfer to the archive file and delete from the current records file. |
#9
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Hi,
I agree with the idea of having a status flag/indicator on the table to help with the query. Regards Chris (I have developed a similar application in VB if you are interested) Have not posted the domain name as not sure if I'm allowed to do that on this newsgroup, do not come here often. "DB Queen (Not)" wrote in message ... Just a note to say thanks to all you guys who helped me with this. Really appreciate it. Will play around with it today and hopefully get the result I am looking for. "Lisa blair" wrote: I have a student database with current students and when I type "Archive" in the status column I want the record to transfer to the archive file and delete from the current records file. |
#10
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"Chris" wrote: Hi, I agree with the idea of having a status flag/indicator on the table to help with the query. Regards Chris (I have developed a similar application in VB if you are interested) Have not posted the domain name as not sure if I'm allowed to do that on this newsgroup, do not come here often. "DB Queen (Not)" wrote in message ... Just a note to say thanks to all you guys who helped me with this. Really appreciate it. Will play around with it today and hopefully get the result I am looking for. "Lisa blair" wrote: I have a student database with current students and when I type "Archive" in the status column I want the record to transfer to the archive file and delete from the current records file. Have you looked at Teacher's Partner. It is educational software that is far superior to E-teacher. you can find it at http://www.leadinged.com |
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