Database in partially converted state!!!

[Guest]

For no reason apparent to me, when no one was using our Access 2003 database
(but it was open on my desktop), I returned from a meeting to find an error
message saying that the databse is in an unexpected state. "Has been
converted from a prior version of Microsoft Access by using the DAO
CompactDatabase method instad of the Convert Database command on the Tools
menu. This has left the databse in a partially converted state. If you have a
copy of the database in its original format, use the Convert Database command
on the Tools menu to convert it. If the original is no longer available,
create a new databse and import your tables and queries to preserve your
data. Your other database objects can't be recovered."

I have no idea what this means or why it happened. Any clues? The only
additional info I have is that another user went to open it this morning and
it was very slow to open, but it did open and he was able to eventually use
it. I have a backup copy of my database from a few days ago that does not
include data entry from the last two days-do I have to revert to that? My
database has forms, reports, tables and queries - does the error message mean
that I will lose the reports and forms?

What is my next step? How do I prevent this in the future? I saw a previous
thread alluding to this problem, but didn't understand the fE/BE stuff. I am
a user, not a programmer.

Any help is much appreciated!
Sharon

 

[Larry Linson]

First, if you had had already done the recommended split into Front End and
Back End*, you would be in better position. If you have multiple users, each
should have their own copy of the Front End. If it seems that distributing
multiple FEs would be a lot of work, look at the Auto FE Updater at MVP Tony
Toews' site, http://www.granite.ab.ca/accsmstr.htm. That site also contains
the best collection of information and links about Access in a multiuser
environment that I have seen

Second, from the message, it appears likely that you will be able to recover
the data. If you have a backup with the last design changes you made to
Forms, Reports, Macros, Modules, and Queries (all of which should have been
in the FE, and if that is what has been clobbered, you could just
redistribute a copy of the Master), you should be able to reconstruct your
DB... and, at the same time, invest the modest time and effort to split the
DB for your own convenience and safety.

Third, unless there is compelling reason, don't leave your production
database open on your desktop while you are away. There's always a
possibility that someone might idly press a wrong key and cause a problem.

Fourth, it is possible that your database is corrupted due to some
unidentifiable cause, and you will have to recover from your last backup.
That will be an object lesson to schedule backups for an interval such that
reentering the data since the backup will not be unduly burdensome.

Fifth, once you have the split DB, you should also have a Development and a
Production copy. Make your changes/enhancements to the Development copy and
test them thoroughly before you use that to replace the Production copy that
the users are using.

NOTE: if you are the only user, just consider my use of the plural to apply
equally to the singular.

* A Front End is Forms, Reports, Macros, Modules, and Queries (and sometimes
local lookup tables for rarely-changing items, such as States of the US,
Divisions of your Company, etc.) linked to Tables in the Back End (residing
in a shared folder, best on the server on your LAN, but can be on a
workstation if you have a peer-to-peer network). You can use the Linked
Tables Manager to maintain the links, if all users have retail Access
installed; if not, you'll have to provide code to manage the links -- such
code is available in some sample databases. Each user has their own copy of
the Front End, residing on their own machine.

The Back End contains Tables with data and Relationships... it does not
contain Forms, Reports, Macros, Modules, and Queries that are a functional
part of the production application, though it might contain some that are
strictly used for DB maintenance. I try to be a "purist" and have nothing
but Tables and Relationships in the Back End; others allow some maintenance
items -- I would rather put the maintenance items in a separate Front End
just used for maintenenace.

Larry Linson
Microsoft Access MVP