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#21
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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
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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
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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
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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
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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
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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
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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
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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
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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] |
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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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