deleted entries back up?

[Guest]

Hi there!
Unfortunately, my new company has not set up their Access queries properly.
I would like to delete entries from my existing database (query view) and
still keep them for future references in a separate database. In my last
company, all the deleted entries automatically went to a separate database so
that the entries are not totally lost.
Can somebody help me with this, please? I know there is a way but
unfortunately, I am not that familiar with Access yet.
Thank you so much,
Sam

 

[Joseph Meehan]

Hi there!
Unfortunately, my new company has not set up their Access queries
properly. I would like to delete entries from my existing database
(query view) and still keep them for future references in a separate
database. In my last company, all the deleted entries automatically
went to a separate database so that the entries are not totally lost.
Can somebody help me with this, please? I know there is a way but
unfortunately, I am not that familiar with Access yet.
Thank you so much,
Sam

A better idea is likely to add one binary (Yes No) field and all it
something like archived. Just filter out all those records for all uses
except when you want to see them.

You could also use this kind of field to first append a archive table
with those records and then to delete them from the first table.

 

[Guest]

HI! Thanks for your reply!
I kinda like to have two different lists, so that it is out of my way... and
I know there is a function like that, I just don't know where or how to do
it. It all goes automatically into a database for deleted entries as soon as
you delete them from your original list.
Any other suggestions?

Thanks!

 

[Joseph Meehan]

HI! Thanks for your reply!
I kinda like to have two different lists, so that it is out of my
way... and I know there is a function like that, I just don't know
where or how to do it. It all goes automatically into a database for
deleted entries as soon as you delete them from your original list.
Any other suggestions?

I can't quite understand what you want. Using my suggestion to tag
those you want to archive and leave them in the original table is the usual
method as Access handles it well. There is no reason to have a second
database unless you have a huge amount of data, Access handles 1 or more Gig
of file size. That would be about a million records in a typical database.

It is not at all difficult to program the database to show and hide data
as if it were gone or really somewhere else. I might suggest two queries
each one having all the fields from the table and one filtering out those
archived and the other filtering out those which are still active.

Then just use those queries for your forms and reports etc. You can
then work with all, archived or active at a touch of a button.

 

[Granny Spitz via AccessMonster.com]

I kinda like to have two different lists, so that it is out of my way...

Joseph gave you excellent advice. Most archiving in Access databases is done
with an extra column in the table for marking "archived" or "inactive"
records so queries only bring up current data, but old data is readily
available when needed.

I know there is a function like that, I just don't know where or how to do
it. It all goes automatically into a database for deleted entries as soon as
you delete them from your original list.

There isn't a built in function like that. A programmer built it for you at
your old company. Unless you can get a copy of that code, you have to write
your own function. You might want to read Helen Feddema's articles on
archiving data to an Excel spreadsheet for an example of the code.

Archiving Data Part 1: http://office-watch.com/access/archtemplate.asp?8-02

Archiving Data Part 2: http://office-watch.com/access/archtemplate.asp?8-03

 

[Guest]

Ok, thank you very much for your help. I will try and set it up like you told
me. I am not sure if I would be able to get the code from my former
company...

Thanks a lot,
Sam