Access 2003 - Attaching Documents to a contact record

[Guest]

My question is in 2 parts and concerns a new business contacts database and
the questions are: -

Question 1

I want to be able to attach Word documenst (letters) and pdf's to each
contact so I have a full archive history showing my activity against each
contact i.e. when I access each contact a would like to have a full archive
of all of the contact I have had with each contact and be able to see the
letters I've drafted and sent.

Question 2

I want to give this new contact list to my team and assign them each a
unique tag so I can tell who has last accessed the record.

Am not sure whether this is possible in Access 2003? If I could do this it
would be fantastic.

Hoping someone out their can help me.

 

[Allen Browne]

Use a Hyperlink field to store a link to the document rather than an OLE
Object to embed it. (The OLE Object will quickly bloat the database and
become unusable well before you get thousands of documents in the database.)

If you prefer, you can actually use a Text field to store the fully
qualified path to the document, and still use FollowHyperlink to open it.

Since one contact can have many documents, you need a related table to store
the documents for the contact.

For your second question, I'm not sure how you define "last accessed the
record." If you mean the user and date/time of the last time the hyperlink
to the document was used, you could add 2 more fields (a Date/Time for the
last accessed date, and a Text for the user name) to this table to record
this data, and write to the fields when accessed. It might be easiest to use
a Text field to do this, and add a command button beside the field to open
the document. This gives you more control over how the document is accessed,
and makes it easier to keep the 2 fields up to date.

If you use a Hyperlink field, you can insert the link with:
RunCommand acCmdInsertHyperlink
If you use a Text field, use an API call to insert the link:
http://www.mvps.org/access/api/api0001.htm
Either way, use FollowHyperlink to open it later.

To get the user name:
http://www.mvps.org/access/api/api0008.htm
If you have secured the database, use CurrentUser()

In some versions of Access/Windows, you may get a security warning when
using FollowHyperlink to open the file. If this happens, try adding the
file:/// prefix.

 

[Danny]

My question is in 2 parts and concerns a new business contacts database
and
the questions are: -

Question 1

I want to be able to attach Word documenst (letters) and pdf's to each
contact so I have a full archive history showing my activity against each
contact i.e. when I access each contact a would like to have a full
archive
of all of the contact I have had with each contact and be able to see the
letters I've drafted and sent.

Question 2

I want to give this new contact list to my team and assign them each a
unique tag so I can tell who has last accessed the record.

Am not sure whether this is possible in Access 2003? If I could do this it
would be fantastic.

Hoping someone out their can help me.

 

[whws25]

My question is in 2 parts and concerns a new business contacts database
and
the questions are: -

Question 1

I want to be able to attach Word documenst (letters) and pdf's to each
contact so I have a full archive history showing my activity against each
contact i.e. when I access each contact a would like to have a full
archive
of all of the contact I have had with each contact and be able to see the
letters I've drafted and sent.

Question 2

I want to give this new contact list to my team and assign them each a
unique tag so I can tell who has last accessed the record.

Am not sure whether this is possible in Access 2003? If I could do this it
would be fantastic.

Hoping someone out their can help me.