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Software development in Microsoft Access is relatively simple and almost anyone can do it but if you want to be taken seriously by professional database developers then there are some mandatory rules that you must follow whilst developing your database. One of the first aspects professional developers will look at when reviewing your work will be the naming standards you are using for your Microsoft Access Objects. Microsoft Access allows you to use, what is considered in the professional database development world, poor naming standards. For example in your field names, you can have spaces however in the professional world that is a major no no.
One of the reasons we don’t use spaces in Microsoft Access is that when you start creating complex queries and functions that refer to fields, if you have spaces in the field names it is possible to put two spaces into the field name but it only appears that there one space. What this means is that your query won’t work and can sometimes take many days to find the mistake. The key issue is that you must never use spaces in your field names, database names or any of the seven different object types. There are in fact two ways that you should be naming your fields, database names and so on.
Naming Fields
Let us say for instance you wanted to create a field to store the Postcodes for the suburbs your customers live in. We could write this field in two ways, the first thing you must do for fields is to add the prefix fld at the start of the field. Then add the field name as required -
fldPostcode or fldPost_code
Either technique is quite acceptable. If you were developing a field for Post Codes, that is codes on posts, then the recommended way for writing the field name would be -
fldPostCode or fldPost_Code
You will notice that in the second example the second word is in capitals rather than in lower case. The use of capital letters signifies that each word represents a separate aspect of the field, so in this case the code in capitals means you are referring to codes on posts. The same naming principles apply to database names, and each of the seven Microsoft Access object types.
Naming Tables
When naming tables, there are three prefixes that you can use. The first prefix tbl is used for the core tables you will be storing your good data in. The tmp prefix is used for tables that will be storing temporary data. It is also recommended that you import your data into a temporary table before inserting the data into your good data tables. We do this for two core reasons; the first is that testing your data in a temporary table is much easier than doing it on the fly while you are trying to import your data.
The third table prefix I recommend being used is bck for backup tables. The key advantage of using these prefix’s on your tables is that Microsoft Access will automatically group them by the prefix, which means you will keep all your good tables together, your temporary tables together and your backup tables together.
Naming the Seven Access Object Types
When you are working with the seven different object types that make up Microsoft Access, each of the objects has its own prefixes. A list of those prefix names you should be using for the Access Object Types are shown below -
db - Database
tbl - Tables
qry - Queries
frm - Forms
rpt - Reports
mcr - Macros
mdl - Modules
One of the key reasons we name our tables and queries with a prefix is that when you are working with these two object types in the query window, Microsoft Access simply lists all tables and queries together without differentiating them. By using the tbl and qry prefixes on these two objects, it always ensures that the tables are shown first and then the queries because t comes before q.
Other objects that need to be named include the bound and unbound controls found on forms and reports. When you create a form or report using the wizard or AutoForm or AutoReport each of the controls are named the same as the field names. Now whilst this is by default, it is not really an acceptable way of naming controls. One of the key reasons we don’t want to do this is that sometimes when we are working with forms and reports we want to refer to the control rather than the field. By having the field names the same as the object names, you can often have a situation where the wrong control is referred to. The way we overcome this, is by naming our controls based on the control type. For example if our field was called fldPostcode and the control we are using for this field is a text box, then we would name the text box txtPostcode. Below is a list of prefixes for the forms and report objects.
frm - Forms
rpt - Reports
lbl - Lables
txt - text boxes
cmd - command buttons
lst - List Boxes
cmb - combo boxes
opt - option buttons
ole - ole objects
chd - Child Objects (Subforms or subreports)
For a full list of all prefix names that you should be using in Microsoft Access Development is shown below:
tbl - Core Data Store
tmp - For temporary Tables
bck - Tables that you have backed up
Forms & Reports Objects -
frm - Forms
rpt - Reports
lbl - Lables
txt - text boxes
cmd - command buttons
lst - List Boxes
cmb - combo boxes
opt - option buttons
ole - ole objects
chd - Child Objects (Subforms or subreports)
Report Names -
rpt - For General Reports
cht - For Chart Reports
lbl - For Label Reports
Variables -
str - strings
ole - ole object types
int - integers
dec - decimal
dte - dates
Module Objects -
sub - Subroutines
fn - Private Functions
pfn - Public Functions
Using the naming standards shown above will assure that if you do require assistance from a professional database developer that they will take you far more seriously than before because you have shown a professional understanding on how to name your database object. This will certainly give you credibility in the eyes of professional database developers.
Chris Le Roy is a professional software developer and has been developing software applications for over 20 years in Visual Basic, VB .net, VBA, C++, Microsoft SQL Server, Transact SQL, ASP, PHP and Microsoft Access. He is the Managing Director of One-on-One Personal Computer Training that trains over 2000 people per year across Australia and Overseas from basic Microsoft Office functionality to advanced Database Design and VBA. You can access some of his many training manuals and programs by visiting his website - http://www.1-on-1.biz or at his online shop - http://microsoftofficespecialist.1-on-1.biz
New post-recession era has new features, which didn’t exist in late 1990th during high-tech boom. This will be in our opinion on new directions for Microsoft Business Solutions products consulting, including Microsoft CRM.
New features:
1. Overall cost reduction campaign. We see general direction, when companies hire new executives who specializes in cost reduction, work force reduction, secondary departments functions outsourcing, etc.
2. Computer ERP systems literacy among mid-management. If you look back to 1950th when management consulting was booming, then for now it is included in all the MBA university programs and managers themselves know the subject. The same happens with ERP systems - managers have general knowledge and can learn the new system, applying their education, experience and intuition
3. Databases Support cost reduction - today we would dare to say that IT department can easily support such databases as the ones, sitting on Microsoft SQL Server, Oracle is also following the idea of zero support efforts. You don’t have to hire DBA with 10 years of experience - this means that even small business could move to industry-strength database platforms
4. Software Customization and Development cost reduction - well - many of us probably like to purchase cheap and reliable goods from department stores, manufactured in China. The same happens with software development. Now if you have your software product designed - you better find the company to do real coding somewhere in Brazil or India. We do not want to judge - is it good or bad - this is what is going on with our market.
5. Increasing Demand for Quality - this is not a secret that in the era of internet boom - late 1990th - consulting companies had to hire college graduates to do highest complexity assignments. And market was tolerating this - not any more.
All these features will enforce the consulting companies to reduce cost, seek nation-wide clients via remote support, web sessions, abandon traditional software leads generation techniques and move to internet sales, increase the quality of their consultants (we don’t know the answer how)
Happy implementing! if you want us to do the job - give us a call 1-630-961-5918 or 1-866-528-0577! help@albaspectrum.com
Andrew Karasev is Chief Technology Officer in Alba Spectrum Technologies - USA nationwide Great Plains, Microsoft CRM customization company, serving Chicago, California, Arizona, Texas, Florida, Georgia, New York, Australia, UK, Canada, Continental Europe, Russia and having locations in multiple states and internationally ( http://www.albaspectrum.com ), he is Dexterity, SQL, C#.Net, Crystal Reports and Microsoft CRM SDK developer.
Adding a Subscription Form to Your Web Site The easiest way to let people signup to your mailing list is to create a subscription form. Using the system it’s a simple matter of a few clicks to generate the HTML code for a simple subscription form that you can add to any page on your web site. Let’s look at how to do that now. Creating the subscription form Note: Before you get started you should have already created a mailing list. If you are unsure how to do this please see this tutorial. You can also accept other information from your subscribers including name, age and sex. To do this please see the custom fields tutorial. Start by clicking the “Website Forms” link at the top of the screen. You will be taken to the “Manage Website Forms” page. Click the “Create Form” button to create a new form. Start by entering a name for your form, such as “Email Subscription Form”. Next, choose a look and feel for your newsletter from the “Form Design” drop down box. You can click the “Preview” link to see how the form will look. You can choose one of many pre-designed subscription form layouts for your new subscription form. Make sure you have the form type set to “Subscription” and choose the email format you want your subscribers to be signed up form: HTML, text only or HTML and text. If you want your subscribers to receive an email to confirm their subscription (this is called double opt-in), then tick the “Require Confirmation” checkbox. If you don’t have a contact form on your web site and you’d like the details of each new subscriber to be emailed to you as well as being saved to your mailing list, click the “Yes, emulate a contact form” checkbox. Finally, choose one or more mailing lists that you want the subscription form to accept subscribers for. You can also change the order in which fields will appear on the subscription form using the up and down arrows next to the “Sort Custom Fields” box. Click the “Next >>” button to continue. Depending on which options you chose, you will see different options on the next page. Complete all fields and if you need help just move your mouse over the blue help icon to the right of the field to learn about that field. In most cases you can simply click “Next >>” and leave the default options in place for this and the following steps. When you’ve created your subscription form you will be returned to the “Manage Website Forms” page. Click the “Get HTML” link next to the form you just created to see the HTML code which you can place on your web site. Getting the HTML code for your new subscription form to place it on your web site. Edit the page on your web site where you’d like to add the subscription form and paste the HTML code there.