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Membership database updates



 
 
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  #21  
Old March 22nd, 2008, 01:00 AM posted to microsoft.public.access.tablesdbdesign
John W. Vinson
external usenet poster
 
Posts: 18,261
Default Membership database updates

On Fri, 21 Mar 2008 12:21:01 -0700, Pennington
wrote:

I have encountered a problem.
When I run the Append Query it adds new members to the Members Table and
does not add duplicates which is fine but I want to also update the Members
Table where the data in a field is different (The Primary Key will not change
but titles, addresses and e-mails may change). I have looked at an Update
Query but this is not appropriate. What other type of query can I use for
this?


In what way is an update query inappropriate? If you want to update existing
records from a second table matching by primary key, an Update Query is
exactly what you would use!

--

John W. Vinson [MVP]
  #22  
Old March 22nd, 2008, 01:19 AM posted to microsoft.public.access.tablesdbdesign
Pennington
external usenet poster
 
Posts: 21
Default Membership database updates

Thanks, I will try Evi's solution but when I read the blurb in the Access
Help I got the impression that I had to type an expression or value in the
Update To cell and I didn't want to have to do that - I just wanted to
replace the content if it was different. In fact it would not matter if all
matching cells were replaced even if there was no difference.

"John W. Vinson" wrote:

On Fri, 21 Mar 2008 12:21:01 -0700, Pennington
wrote:

I have encountered a problem.
When I run the Append Query it adds new members to the Members Table and
does not add duplicates which is fine but I want to also update the Members
Table where the data in a field is different (The Primary Key will not change
but titles, addresses and e-mails may change). I have looked at an Update
Query but this is not appropriate. What other type of query can I use for
this?


In what way is an update query inappropriate? If you want to update existing
records from a second table matching by primary key, an Update Query is
exactly what you would use!

--

John W. Vinson [MVP]

  #23  
Old March 22nd, 2008, 03:45 AM posted to microsoft.public.access.tablesdbdesign
John W. Vinson
external usenet poster
 
Posts: 18,261
Default Membership database updates

On Fri, 21 Mar 2008 17:19:01 -0700, Pennington
wrote:

Thanks, I will try Evi's solution but when I read the blurb in the Access
Help I got the impression that I had to type an expression or value in the
Update To cell and I didn't want to have to do that - I just wanted to
replace the content if it was different. In fact it would not matter if all
matching cells were replaced even if there was no difference.


The expression can be - and would be, in this instance - something like

[Othertable].[fieldname]

--

John W. Vinson [MVP]
  #24  
Old March 22nd, 2008, 09:30 AM posted to microsoft.public.access.tablesdbdesign
Evi
external usenet poster
 
Posts: 898
Default Membership database updates

Yes of course. Back up your db before you start these procedures in case
they don't do what you expect them to.
I suggest that when you import stuff from Excel, first use an Append query
to put it into a table that has all the field names and data formats you
require (ie a copy/paste of the Main table but without its data. That way,
you can save all your append/update queries and use them next time because
none of the field or Table names will have changed. Your final query in the
series will be a Delete Query which will delete everything from this
ImportTable ready for next time.
.. Eventually, when you know that everything is working as you expect it to,
you can create a macro which runs everything, one after the other but you
can imagine the chaos it can create if it updates or appends the wrong thing
and you don't even see it as it happens..

If you want to replace everything for that member (and of course, I should
have thought of that!) different or not, then you can still use the Update
query. Join the 2 tables by the MemberNumber in Query Design. Put all the
fields from your *Current Table* (except MemberNumber) into your query grid.
Change to an Update Query.

In the UpdateTo row under each column, type eg

[YourImportTablesName]![FirstName]
or
[YourImportTablesName]![Surname]
etc

Substituting with the correct Table and field names. Remember, these Update
To entries must not have quote marks around them. Press the Red Exclamation
mark and run the query.
Evi




"Pennington" wrote in message
...
Thanks, I will try Evi's solution but when I read the blurb in the Access
Help I got the impression that I had to type an expression or value in the
Update To cell and I didn't want to have to do that - I just wanted to
replace the content if it was different. In fact it would not matter if

all
matching cells were replaced even if there was no difference.

"John W. Vinson" wrote:

On Fri, 21 Mar 2008 12:21:01 -0700, Pennington
wrote:

I have encountered a problem.
When I run the Append Query it adds new members to the Members Table

and
does not add duplicates which is fine but I want to also update the

Members
Table where the data in a field is different (The Primary Key will not

change
but titles, addresses and e-mails may change). I have looked at an

Update
Query but this is not appropriate. What other type of query can I use

for
this?


In what way is an update query inappropriate? If you want to update

existing
records from a second table matching by primary key, an Update Query is
exactly what you would use!

--

John W. Vinson [MVP]



  #25  
Old March 22nd, 2008, 11:40 AM posted to microsoft.public.access.tablesdbdesign
Pennington
external usenet poster
 
Posts: 21
Default Membership database updates

OK lets see if I have got this right:
1. Back up my database
2. Create a copy of the Members table without the data. Name it Members
Update table (This allows me to keep the field names which might be
different/additional to the import data)
3. Import Excel data into a new table named Excel table (This is because the
field names might be different)
4. Create and run an Append Query to add the data in the Excel table to the
Members Update table (This is so that the field names can be matched)
5. Create and run an Append Query to add the new members to the Members table
6. Create and run an Unmatched Query to identify Members Removed and change
it to an Update Query with the #Date Removed# in the "Update To" line, then
run the Query. (I will have now identified ex-members and new members but not
updated current members details if they have changed - this is the next step)
7. Create Update Query linking Members table and members Update table by
MemberNumber with [Members Update Table]![fieldname] (except member number)
in the Update To row and RUN Query (Member details are now uopdated
8. Create and run a Delete Query on the Members Update table and the Excel
table to make them ready for receiving the next update.

I could probably skip step 4 if I make sure the fields of the Excel file are
the same as the Members table before I import it and import directly into the
members Update Table.

Anyway I will try this out and thanks for your help

"Evi" wrote:

Yes of course. Back up your db before you start these procedures in case
they don't do what you expect them to.
I suggest that when you import stuff from Excel, first use an Append query
to put it into a table that has all the field names and data formats you
require (ie a copy/paste of the Main table but without its data. That way,
you can save all your append/update queries and use them next time because
none of the field or Table names will have changed. Your final query in the
series will be a Delete Query which will delete everything from this
ImportTable ready for next time.
.. Eventually, when you know that everything is working as you expect it to,
you can create a macro which runs everything, one after the other but you
can imagine the chaos it can create if it updates or appends the wrong thing
and you don't even see it as it happens..

If you want to replace everything for that member (and of course, I should
have thought of that!) different or not, then you can still use the Update
query. Join the 2 tables by the MemberNumber in Query Design. Put all the
fields from your *Current Table* (except MemberNumber) into your query grid.
Change to an Update Query.

In the UpdateTo row under each column, type eg

[YourImportTablesName]![FirstName]
or
[YourImportTablesName]![Surname]
etc

Substituting with the correct Table and field names. Remember, these Update
To entries must not have quote marks around them. Press the Red Exclamation
mark and run the query.
Evi




"Pennington" wrote in message
...
Thanks, I will try Evi's solution but when I read the blurb in the Access
Help I got the impression that I had to type an expression or value in the
Update To cell and I didn't want to have to do that - I just wanted to
replace the content if it was different. In fact it would not matter if

all
matching cells were replaced even if there was no difference.

"John W. Vinson" wrote:

On Fri, 21 Mar 2008 12:21:01 -0700, Pennington
wrote:

I have encountered a problem.
When I run the Append Query it adds new members to the Members Table

and
does not add duplicates which is fine but I want to also update the

Members
Table where the data in a field is different (The Primary Key will not

change
but titles, addresses and e-mails may change). I have looked at an

Update
Query but this is not appropriate. What other type of query can I use

for
this?

In what way is an update query inappropriate? If you want to update

existing
records from a second table matching by primary key, an Update Query is
exactly what you would use!

--

John W. Vinson [MVP]




  #26  
Old March 22nd, 2008, 12:41 PM posted to microsoft.public.access.tablesdbdesign
Evi
external usenet poster
 
Posts: 898
Default Membership database updates

I would suggest this as step 3 onwards.

3 You don't even need to import the Excel spreadsheet. Copy and paste your
Excel data from the spreadsheet straight into your MembersUpdate table. Just
make sure that the columns in the spreadsheet are in the same order as the
fields on your table. (adjust the order of the fields in both your table if
they aren't) and don't select more of the spreadsheet than the required rows
and columns ie don't select a load of blank cells by selecting using the
column headings. - the easiest way to select a long list is to start at the
bottom right of the list and sweep the mouse upwards and left.
To copy and paste into your new table, select the first row by clicking in
the grey area to the left of the row (don't click in the field).
Press Paste on the toolbar.
4.Run the Update query to update Members details from your ExcelTable (leave
out the space when naming it).
5.Run the Find Unmatched and Update query to identify which members are no
longer in your new list and Update their DateRemoved field.
6.After doing all else, Append all the members from your ExcelTable to your
Members Table (duplicate MemberNumbers won't be imported because you
presumably have set your Primary Key field to No Duplicates)
7.When everything looks right, run a delete query to empty your ExcelTable
ready for the next import.

Evi



"Pennington" wrote in message
...
OK lets see if I have got this right:
1. Back up my database
2. Create a copy of the Members table without the data. Name it Members
Update table (This allows me to keep the field names which might be
different/additional to the import data)
3. Import Excel data into a new table named Excel table (This is because

the
field names might be different)
4. Create and run an Append Query to add the data in the Excel table to

the
Members Update table (This is so that the field names can be matched)
5. Create and run an Append Query to add the new members to the Members

table
6. Create and run an Unmatched Query to identify Members Removed and

change
it to an Update Query with the #Date Removed# in the "Update To" line,

then
run the Query. (I will have now identified ex-members and new members but

not
updated current members details if they have changed - this is the next

step)
7. Create Update Query linking Members table and members Update table by
MemberNumber with [Members Update Table]![fieldname] (except member

number)
in the Update To row and RUN Query (Member details are now uopdated
8. Create and run a Delete Query on the Members Update table and the Excel
table to make them ready for receiving the next update.

I could probably skip step 4 if I make sure the fields of the Excel file

are
the same as the Members table before I import it and import directly into

the
members Update Table.

Anyway I will try this out and thanks for your help

"Evi" wrote:

Yes of course. Back up your db before you start these procedures in

case
they don't do what you expect them to.
I suggest that when you import stuff from Excel, first use an Append

query
to put it into a table that has all the field names and data formats you
require (ie a copy/paste of the Main table but without its data. That

way,
you can save all your append/update queries and use them next time

because
none of the field or Table names will have changed. Your final query in

the
series will be a Delete Query which will delete everything from this
ImportTable ready for next time.
.. Eventually, when you know that everything is working as you expect it

to,
you can create a macro which runs everything, one after the other but

you
can imagine the chaos it can create if it updates or appends the wrong

thing
and you don't even see it as it happens..

If you want to replace everything for that member (and of course, I

should
have thought of that!) different or not, then you can still use the

Update
query. Join the 2 tables by the MemberNumber in Query Design. Put all

the
fields from your *Current Table* (except MemberNumber) into your query

grid.
Change to an Update Query.

In the UpdateTo row under each column, type eg

[YourImportTablesName]![FirstName]
or
[YourImportTablesName]![Surname]
etc

Substituting with the correct Table and field names. Remember, these

Update
To entries must not have quote marks around them. Press the Red

Exclamation
mark and run the query.
Evi




"Pennington" wrote in message
...
Thanks, I will try Evi's solution but when I read the blurb in the

Access
Help I got the impression that I had to type an expression or value in

the
Update To cell and I didn't want to have to do that - I just wanted to
replace the content if it was different. In fact it would not matter

if
all
matching cells were replaced even if there was no difference.

"John W. Vinson" wrote:

On Fri, 21 Mar 2008 12:21:01 -0700, Pennington
wrote:

I have encountered a problem.
When I run the Append Query it adds new members to the Members

Table
and
does not add duplicates which is fine but I want to also update the

Members
Table where the data in a field is different (The Primary Key will

not
change
but titles, addresses and e-mails may change). I have looked at an

Update
Query but this is not appropriate. What other type of query can I

use
for
this?

In what way is an update query inappropriate? If you want to update

existing
records from a second table matching by primary key, an Update Query

is
exactly what you would use!

--

John W. Vinson [MVP]






  #27  
Old March 22nd, 2008, 06:38 PM posted to microsoft.public.access.tablesdbdesign
Pennington
external usenet poster
 
Posts: 21
Default Membership database updates

It works - brillant, thanks ever so much. I tried it out on a few records to
prove to myself that it added new members, annoted removed members and
changed current members details.
I suppose the next step is to write a macro that executes all 7 steps? The
only intervention would be to insert the Removed Date in Step 5. Can that be
done? I havn't written macros in Access before.

"Evi" wrote:

I would suggest this as step 3 onwards.

3 You don't even need to import the Excel spreadsheet. Copy and paste your
Excel data from the spreadsheet straight into your MembersUpdate table. Just
make sure that the columns in the spreadsheet are in the same order as the
fields on your table. (adjust the order of the fields in both your table if
they aren't) and don't select more of the spreadsheet than the required rows
and columns ie don't select a load of blank cells by selecting using the
column headings. - the easiest way to select a long list is to start at the
bottom right of the list and sweep the mouse upwards and left.
To copy and paste into your new table, select the first row by clicking in
the grey area to the left of the row (don't click in the field).
Press Paste on the toolbar.
4.Run the Update query to update Members details from your ExcelTable (leave
out the space when naming it).
5.Run the Find Unmatched and Update query to identify which members are no
longer in your new list and Update their DateRemoved field.
6.After doing all else, Append all the members from your ExcelTable to your
Members Table (duplicate MemberNumbers won't be imported because you
presumably have set your Primary Key field to No Duplicates)
7.When everything looks right, run a delete query to empty your ExcelTable
ready for the next import.

Evi



"Pennington" wrote in message
...
OK lets see if I have got this right:
1. Back up my database
2. Create a copy of the Members table without the data. Name it Members
Update table (This allows me to keep the field names which might be
different/additional to the import data)
3. Import Excel data into a new table named Excel table (This is because

the
field names might be different)
4. Create and run an Append Query to add the data in the Excel table to

the
Members Update table (This is so that the field names can be matched)
5. Create and run an Append Query to add the new members to the Members

table
6. Create and run an Unmatched Query to identify Members Removed and

change
it to an Update Query with the #Date Removed# in the "Update To" line,

then
run the Query. (I will have now identified ex-members and new members but

not
updated current members details if they have changed - this is the next

step)
7. Create Update Query linking Members table and members Update table by
MemberNumber with [Members Update Table]![fieldname] (except member

number)
in the Update To row and RUN Query (Member details are now uopdated
8. Create and run a Delete Query on the Members Update table and the Excel
table to make them ready for receiving the next update.

I could probably skip step 4 if I make sure the fields of the Excel file

are
the same as the Members table before I import it and import directly into

the
members Update Table.

Anyway I will try this out and thanks for your help

"Evi" wrote:

Yes of course. Back up your db before you start these procedures in

case
they don't do what you expect them to.
I suggest that when you import stuff from Excel, first use an Append

query
to put it into a table that has all the field names and data formats you
require (ie a copy/paste of the Main table but without its data. That

way,
you can save all your append/update queries and use them next time

because
none of the field or Table names will have changed. Your final query in

the
series will be a Delete Query which will delete everything from this
ImportTable ready for next time.
.. Eventually, when you know that everything is working as you expect it

to,
you can create a macro which runs everything, one after the other but

you
can imagine the chaos it can create if it updates or appends the wrong

thing
and you don't even see it as it happens..

If you want to replace everything for that member (and of course, I

should
have thought of that!) different or not, then you can still use the

Update
query. Join the 2 tables by the MemberNumber in Query Design. Put all

the
fields from your *Current Table* (except MemberNumber) into your query

grid.
Change to an Update Query.

In the UpdateTo row under each column, type eg

[YourImportTablesName]![FirstName]
or
[YourImportTablesName]![Surname]
etc

Substituting with the correct Table and field names. Remember, these

Update
To entries must not have quote marks around them. Press the Red

Exclamation
mark and run the query.
Evi




"Pennington" wrote in message
...
Thanks, I will try Evi's solution but when I read the blurb in the

Access
Help I got the impression that I had to type an expression or value in

the
Update To cell and I didn't want to have to do that - I just wanted to
replace the content if it was different. In fact it would not matter

if
all
matching cells were replaced even if there was no difference.

"John W. Vinson" wrote:

On Fri, 21 Mar 2008 12:21:01 -0700, Pennington
wrote:

I have encountered a problem.
When I run the Append Query it adds new members to the Members

Table
and
does not add duplicates which is fine but I want to also update the
Members
Table where the data in a field is different (The Primary Key will

not
change
but titles, addresses and e-mails may change). I have looked at an
Update
Query but this is not appropriate. What other type of query can I

use
for
this?

In what way is an update query inappropriate? If you want to update
existing
records from a second table matching by primary key, an Update Query

is
exactly what you would use!

--

John W. Vinson [MVP]







  #28  
Old March 22nd, 2008, 08:16 PM posted to microsoft.public.access.tablesdbdesign
Evi
external usenet poster
 
Posts: 898
Default Membership database updates

You'll have no trouble doing it, if you've done all this but just test it
all thoroughly on a copy of your db before letting it loose on your precious
data.

The thing the macro won't do is to do the copy /paste from Excel because
you need to check visually if the columns are in the correct order.
So, you've saved your Update & Append & Delete macros

Click on the Macro page. Click New
Under Action, in the first row, choose OpenQuery.
Next to Query Name choose the name of your first query in Step 4 from the
dropdown list
In the next row in the Action column, choose OpenQuery again and next to
Query Name choose the name of your next query from step 5.
etc, etc
To run the macro, go to the macro page and double click it.

There are ways of doing it all without you having to OK each step but do try
it this way for now and read any messages which appear. There could easily
be something neither of us have thought of yet.

That RemovedDate....
If you are going to use the date when you run the update then you can put
Date()
in the UpdateTo line under the RemovedDate field - the RemovedDate will be
the current date when you run the query.

Otherwise you are going to learn another trick - a parameter query
In the NotInList Update query, in the UpdateTo line, in the RemovedDate
column, type
[What Removed Date?]

Because you don't actually have field called What Removed Date? When that
part of the macro runs, a box with the text What Removed Date? above a blank
box. Type your RemovedDate into the box.

Again, test on a copy to see if it works the way you expect it to.

Evi

"Pennington" wrote in message
...
It works - brillant, thanks ever so much. I tried it out on a few records

to
prove to myself that it added new members, annoted removed members and
changed current members details.
I suppose the next step is to write a macro that executes all 7 steps? The
only intervention would be to insert the Removed Date in Step 5. Can that

be
done? I havn't written macros in Access before.

"Evi" wrote:

I would suggest this as step 3 onwards.

3 You don't even need to import the Excel spreadsheet. Copy and paste

your
Excel data from the spreadsheet straight into your MembersUpdate table.

Just
make sure that the columns in the spreadsheet are in the same order as

the
fields on your table. (adjust the order of the fields in both your table

if
they aren't) and don't select more of the spreadsheet than the required

rows
and columns ie don't select a load of blank cells by selecting using the
column headings. - the easiest way to select a long list is to start at

the
bottom right of the list and sweep the mouse upwards and left.
To copy and paste into your new table, select the first row by clicking

in
the grey area to the left of the row (don't click in the field).
Press Paste on the toolbar.
4.Run the Update query to update Members details from your ExcelTable

(leave
out the space when naming it).
5.Run the Find Unmatched and Update query to identify which members are

no
longer in your new list and Update their DateRemoved field.
6.After doing all else, Append all the members from your ExcelTable to

your
Members Table (duplicate MemberNumbers won't be imported because you
presumably have set your Primary Key field to No Duplicates)
7.When everything looks right, run a delete query to empty your

ExcelTable
ready for the next import.

Evi



"Pennington" wrote in message
...
OK lets see if I have got this right:
1. Back up my database
2. Create a copy of the Members table without the data. Name it

Members
Update table (This allows me to keep the field names which might be
different/additional to the import data)
3. Import Excel data into a new table named Excel table (This is

because
the
field names might be different)
4. Create and run an Append Query to add the data in the Excel table

to
the
Members Update table (This is so that the field names can be matched)
5. Create and run an Append Query to add the new members to the

Members
table
6. Create and run an Unmatched Query to identify Members Removed and

change
it to an Update Query with the #Date Removed# in the "Update To" line,

then
run the Query. (I will have now identified ex-members and new members

but
not
updated current members details if they have changed - this is the

next
step)
7. Create Update Query linking Members table and members Update table

by
MemberNumber with [Members Update Table]![fieldname] (except member

number)
in the Update To row and RUN Query (Member details are now uopdated
8. Create and run a Delete Query on the Members Update table and the

Excel
table to make them ready for receiving the next update.

I could probably skip step 4 if I make sure the fields of the Excel

file
are
the same as the Members table before I import it and import directly

into
the
members Update Table.

Anyway I will try this out and thanks for your help

"Evi" wrote:

Yes of course. Back up your db before you start these procedures in

case
they don't do what you expect them to.
I suggest that when you import stuff from Excel, first use an Append

query
to put it into a table that has all the field names and data formats

you
require (ie a copy/paste of the Main table but without its data.

That
way,
you can save all your append/update queries and use them next time

because
none of the field or Table names will have changed. Your final query

in
the
series will be a Delete Query which will delete everything from this
ImportTable ready for next time.
.. Eventually, when you know that everything is working as you

expect it
to,
you can create a macro which runs everything, one after the other

but
you
can imagine the chaos it can create if it updates or appends the

wrong
thing
and you don't even see it as it happens..

If you want to replace everything for that member (and of course, I

should
have thought of that!) different or not, then you can still use the

Update
query. Join the 2 tables by the MemberNumber in Query Design. Put

all
the
fields from your *Current Table* (except MemberNumber) into your

query
grid.
Change to an Update Query.

In the UpdateTo row under each column, type eg

[YourImportTablesName]![FirstName]
or
[YourImportTablesName]![Surname]
etc

Substituting with the correct Table and field names. Remember, these

Update
To entries must not have quote marks around them. Press the Red

Exclamation
mark and run the query.
Evi




"Pennington" wrote in message
...
Thanks, I will try Evi's solution but when I read the blurb in the

Access
Help I got the impression that I had to type an expression or

value in
the
Update To cell and I didn't want to have to do that - I just

wanted to
replace the content if it was different. In fact it would not

matter
if
all
matching cells were replaced even if there was no difference.

"John W. Vinson" wrote:

On Fri, 21 Mar 2008 12:21:01 -0700, Pennington
wrote:

I have encountered a problem.
When I run the Append Query it adds new members to the Members

Table
and
does not add duplicates which is fine but I want to also update

the
Members
Table where the data in a field is different (The Primary Key

will
not
change
but titles, addresses and e-mails may change). I have looked at

an
Update
Query but this is not appropriate. What other type of query can

I
use
for
this?

In what way is an update query inappropriate? If you want to

update
existing
records from a second table matching by primary key, an Update

Query
is
exactly what you would use!

--

John W. Vinson [MVP]









  #29  
Old March 22nd, 2008, 10:28 PM posted to microsoft.public.access.tablesdbdesign
Pennington
external usenet poster
 
Posts: 21
Default Membership database updates

It works - brilliant. Many thanks for you help
One more thing, how do I put the Date Member Removed in a Report box so it
shows in the title of the report?

I might have others later as I go through the Reports and Charts. Is it OK
if I post them here?

"Evi" wrote:

You'll have no trouble doing it, if you've done all this but just test it
all thoroughly on a copy of your db before letting it loose on your precious
data.

The thing the macro won't do is to do the copy /paste from Excel because
you need to check visually if the columns are in the correct order.
So, you've saved your Update & Append & Delete macros

Click on the Macro page. Click New
Under Action, in the first row, choose OpenQuery.
Next to Query Name choose the name of your first query in Step 4 from the
dropdown list
In the next row in the Action column, choose OpenQuery again and next to
Query Name choose the name of your next query from step 5.
etc, etc
To run the macro, go to the macro page and double click it.

There are ways of doing it all without you having to OK each step but do try
it this way for now and read any messages which appear. There could easily
be something neither of us have thought of yet.

That RemovedDate....
If you are going to use the date when you run the update then you can put
Date()
in the UpdateTo line under the RemovedDate field - the RemovedDate will be
the current date when you run the query.

Otherwise you are going to learn another trick - a parameter query
In the NotInList Update query, in the UpdateTo line, in the RemovedDate
column, type
[What Removed Date?]

Because you don't actually have field called What Removed Date? When that
part of the macro runs, a box with the text What Removed Date? above a blank
box. Type your RemovedDate into the box.

Again, test on a copy to see if it works the way you expect it to.

Evi

"Pennington" wrote in message
...
It works - brillant, thanks ever so much. I tried it out on a few records

to
prove to myself that it added new members, annoted removed members and
changed current members details.
I suppose the next step is to write a macro that executes all 7 steps? The
only intervention would be to insert the Removed Date in Step 5. Can that

be
done? I havn't written macros in Access before.

"Evi" wrote:

I would suggest this as step 3 onwards.

3 You don't even need to import the Excel spreadsheet. Copy and paste

your
Excel data from the spreadsheet straight into your MembersUpdate table.

Just
make sure that the columns in the spreadsheet are in the same order as

the
fields on your table. (adjust the order of the fields in both your table

if
they aren't) and don't select more of the spreadsheet than the required

rows
and columns ie don't select a load of blank cells by selecting using the
column headings. - the easiest way to select a long list is to start at

the
bottom right of the list and sweep the mouse upwards and left.
To copy and paste into your new table, select the first row by clicking

in
the grey area to the left of the row (don't click in the field).
Press Paste on the toolbar.
4.Run the Update query to update Members details from your ExcelTable

(leave
out the space when naming it).
5.Run the Find Unmatched and Update query to identify which members are

no
longer in your new list and Update their DateRemoved field.
6.After doing all else, Append all the members from your ExcelTable to

your
Members Table (duplicate MemberNumbers won't be imported because you
presumably have set your Primary Key field to No Duplicates)
7.When everything looks right, run a delete query to empty your

ExcelTable
ready for the next import.

Evi



"Pennington" wrote in message
...
OK lets see if I have got this right:
1. Back up my database
2. Create a copy of the Members table without the data. Name it

Members
Update table (This allows me to keep the field names which might be
different/additional to the import data)
3. Import Excel data into a new table named Excel table (This is

because
the
field names might be different)
4. Create and run an Append Query to add the data in the Excel table

to
the
Members Update table (This is so that the field names can be matched)
5. Create and run an Append Query to add the new members to the

Members
table
6. Create and run an Unmatched Query to identify Members Removed and
change
it to an Update Query with the #Date Removed# in the "Update To" line,
then
run the Query. (I will have now identified ex-members and new members

but
not
updated current members details if they have changed - this is the

next
step)
7. Create Update Query linking Members table and members Update table

by
MemberNumber with [Members Update Table]![fieldname] (except member
number)
in the Update To row and RUN Query (Member details are now uopdated
8. Create and run a Delete Query on the Members Update table and the

Excel
table to make them ready for receiving the next update.

I could probably skip step 4 if I make sure the fields of the Excel

file
are
the same as the Members table before I import it and import directly

into
the
members Update Table.

Anyway I will try this out and thanks for your help

"Evi" wrote:

Yes of course. Back up your db before you start these procedures in
case
they don't do what you expect them to.
I suggest that when you import stuff from Excel, first use an Append
query
to put it into a table that has all the field names and data formats

you
require (ie a copy/paste of the Main table but without its data.

That
way,
you can save all your append/update queries and use them next time
because
none of the field or Table names will have changed. Your final query

in
the
series will be a Delete Query which will delete everything from this
ImportTable ready for next time.
.. Eventually, when you know that everything is working as you

expect it
to,
you can create a macro which runs everything, one after the other

but
you
can imagine the chaos it can create if it updates or appends the

wrong
thing
and you don't even see it as it happens..

If you want to replace everything for that member (and of course, I
should
have thought of that!) different or not, then you can still use the
Update
query. Join the 2 tables by the MemberNumber in Query Design. Put

all
the
fields from your *Current Table* (except MemberNumber) into your

query
grid.
Change to an Update Query.

In the UpdateTo row under each column, type eg

[YourImportTablesName]![FirstName]
or
[YourImportTablesName]![Surname]
etc

Substituting with the correct Table and field names. Remember, these
Update
To entries must not have quote marks around them. Press the Red
Exclamation
mark and run the query.
Evi




"Pennington" wrote in message
...
Thanks, I will try Evi's solution but when I read the blurb in the
Access
Help I got the impression that I had to type an expression or

value in
the
Update To cell and I didn't want to have to do that - I just

wanted to
replace the content if it was different. In fact it would not

matter
if
all
matching cells were replaced even if there was no difference.

"John W. Vinson" wrote:

On Fri, 21 Mar 2008 12:21:01 -0700, Pennington
wrote:

I have encountered a problem.
When I run the Append Query it adds new members to the Members
Table
and
does not add duplicates which is fine but I want to also update

the
Members
Table where the data in a field is different (The Primary Key

will
not
change
but titles, addresses and e-mails may change). I have looked at

an
Update
Query but this is not appropriate. What other type of query can

I
use
for
this?

In what way is an update query inappropriate? If you want to

update
existing
records from a second table matching by primary key, an Update

Query
is
exactly what you would use!

--

John W. Vinson [MVP]










  #30  
Old March 22nd, 2008, 11:02 PM posted to microsoft.public.access.tablesdbdesign
Evi
external usenet poster
 
Posts: 898
Default Membership database updates

Remember, you will eventually have a list of members who have been removed
on various dates.
You can put a text box in your report header and type

=[DateRemoved]

You can combine this date with text by typing

="Members Removed By " & [DateRemoved]


It will show the DateRemoved of the first record though. This is fine if you
are then going to filter the report so that you show only one group of
removals at a time or if you sort your Dates in Descending Order in the
sorting grouping box so it shows the highest date first.

Or you can type
=Min[DateRemoved] & " to " & Max[DateRemoved]

so that you will see the lowest date on your report and the highest with the
word 'to' in the middle.

You can filter your report using a combo box in a form so you can select the
date you want to see or print. Great fun!

Or you can group your records, using the Sorting/Grouping box by this
DateRemoved and put the DateRemoved field in the Group Header so that you
can see the list of member who were grouped on 21/08/07, the group who were
removed on 20/08/06 etc


Evi



"Pennington" wrote in message
...
It works - brilliant. Many thanks for you help
One more thing, how do I put the Date Member Removed in a Report box so it
shows in the title of the report?

I might have others later as I go through the Reports and Charts. Is it OK
if I post them here?

"Evi" wrote:

You'll have no trouble doing it, if you've done all this but just test

it
all thoroughly on a copy of your db before letting it loose on your

precious
data.

The thing the macro won't do is to do the copy /paste from Excel

because
you need to check visually if the columns are in the correct order.
So, you've saved your Update & Append & Delete macros

Click on the Macro page. Click New
Under Action, in the first row, choose OpenQuery.
Next to Query Name choose the name of your first query in Step 4 from

the
dropdown list
In the next row in the Action column, choose OpenQuery again and next to
Query Name choose the name of your next query from step 5.
etc, etc
To run the macro, go to the macro page and double click it.

There are ways of doing it all without you having to OK each step but do

try
it this way for now and read any messages which appear. There could

easily
be something neither of us have thought of yet.

That RemovedDate....
If you are going to use the date when you run the update then you can

put
Date()
in the UpdateTo line under the RemovedDate field - the RemovedDate will

be
the current date when you run the query.

Otherwise you are going to learn another trick - a parameter query
In the NotInList Update query, in the UpdateTo line, in the RemovedDate
column, type
[What Removed Date?]

Because you don't actually have field called What Removed Date? When

that
part of the macro runs, a box with the text What Removed Date? above a

blank
box. Type your RemovedDate into the box.

Again, test on a copy to see if it works the way you expect it to.

Evi

"Pennington" wrote in message
...
It works - brillant, thanks ever so much. I tried it out on a few

records
to
prove to myself that it added new members, annoted removed members and
changed current members details.
I suppose the next step is to write a macro that executes all 7 steps?

The
only intervention would be to insert the Removed Date in Step 5. Can

that
be
done? I havn't written macros in Access before.

"Evi" wrote:

I would suggest this as step 3 onwards.

3 You don't even need to import the Excel spreadsheet. Copy and

paste
your
Excel data from the spreadsheet straight into your MembersUpdate

table.
Just
make sure that the columns in the spreadsheet are in the same order

as
the
fields on your table. (adjust the order of the fields in both your

table
if
they aren't) and don't select more of the spreadsheet than the

required
rows
and columns ie don't select a load of blank cells by selecting using

the
column headings. - the easiest way to select a long list is to start

at
the
bottom right of the list and sweep the mouse upwards and left.
To copy and paste into your new table, select the first row by

clicking
in
the grey area to the left of the row (don't click in the field).
Press Paste on the toolbar.
4.Run the Update query to update Members details from your

ExcelTable
(leave
out the space when naming it).
5.Run the Find Unmatched and Update query to identify which members

are
no
longer in your new list and Update their DateRemoved field.
6.After doing all else, Append all the members from your ExcelTable

to
your
Members Table (duplicate MemberNumbers won't be imported because you
presumably have set your Primary Key field to No Duplicates)
7.When everything looks right, run a delete query to empty your

ExcelTable
ready for the next import.

Evi



"Pennington" wrote in message
...
OK lets see if I have got this right:
1. Back up my database
2. Create a copy of the Members table without the data. Name it

Members
Update table (This allows me to keep the field names which might

be
different/additional to the import data)
3. Import Excel data into a new table named Excel table (This is

because
the
field names might be different)
4. Create and run an Append Query to add the data in the Excel

table
to
the
Members Update table (This is so that the field names can be

matched)
5. Create and run an Append Query to add the new members to the

Members
table
6. Create and run an Unmatched Query to identify Members Removed

and
change
it to an Update Query with the #Date Removed# in the "Update To"

line,
then
run the Query. (I will have now identified ex-members and new

members
but
not
updated current members details if they have changed - this is the

next
step)
7. Create Update Query linking Members table and members Update

table
by
MemberNumber with [Members Update Table]![fieldname] (except

member
number)
in the Update To row and RUN Query (Member details are now

uopdated
8. Create and run a Delete Query on the Members Update table and

the
Excel
table to make them ready for receiving the next update.

I could probably skip step 4 if I make sure the fields of the

Excel
file
are
the same as the Members table before I import it and import

directly
into
the
members Update Table.

Anyway I will try this out and thanks for your help

"Evi" wrote:

Yes of course. Back up your db before you start these

procedures in
case
they don't do what you expect them to.
I suggest that when you import stuff from Excel, first use an

Append
query
to put it into a table that has all the field names and data

formats
you
require (ie a copy/paste of the Main table but without its data.

That
way,
you can save all your append/update queries and use them next

time
because
none of the field or Table names will have changed. Your final

query
in
the
series will be a Delete Query which will delete everything from

this
ImportTable ready for next time.
.. Eventually, when you know that everything is working as you

expect it
to,
you can create a macro which runs everything, one after the

other
but
you
can imagine the chaos it can create if it updates or appends the

wrong
thing
and you don't even see it as it happens..

If you want to replace everything for that member (and of

course, I
should
have thought of that!) different or not, then you can still use

the
Update
query. Join the 2 tables by the MemberNumber in Query Design.

Put
all
the
fields from your *Current Table* (except MemberNumber) into your

query
grid.
Change to an Update Query.

In the UpdateTo row under each column, type eg

[YourImportTablesName]![FirstName]
or
[YourImportTablesName]![Surname]
etc

Substituting with the correct Table and field names. Remember,

these
Update
To entries must not have quote marks around them. Press the Red
Exclamation
mark and run the query.
Evi




"Pennington" wrote in

message
...
Thanks, I will try Evi's solution but when I read the blurb in

the
Access
Help I got the impression that I had to type an expression or

value in
the
Update To cell and I didn't want to have to do that - I just

wanted to
replace the content if it was different. In fact it would not

matter
if
all
matching cells were replaced even if there was no difference.

"John W. Vinson" wrote:

On Fri, 21 Mar 2008 12:21:01 -0700, Pennington
wrote:

I have encountered a problem.
When I run the Append Query it adds new members to the

Members
Table
and
does not add duplicates which is fine but I want to also

update
the
Members
Table where the data in a field is different (The Primary

Key
will
not
change
but titles, addresses and e-mails may change). I have

looked at
an
Update
Query but this is not appropriate. What other type of query

can
I
use
for
this?

In what way is an update query inappropriate? If you want to

update
existing
records from a second table matching by primary key, an

Update
Query
is
exactly what you would use!

--

John W. Vinson [MVP]












 




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