update records

[new2access via AccessMonster.com]

Hi,

I have a database that holds thousands of employees and their info. That
information is updated at least once a month (change in telephone numbers,
address, etc.). What i've thought of updating it is by opening each employee
(in a form) and update their records but for sure it will take me forever to
update all.

Is there an alternative way to update the record?

 

[John W. Vinson]

Hi,

I have a database that holds thousands of employees and their info. That
information is updated at least once a month (change in telephone numbers,
address, etc.). What i've thought of updating it is by opening each employee
(in a form) and update their records but for sure it will take me forever to
update all.

Is there an alternative way to update the record?

How do you determine which record to update, what needs to be updated, and to
what???

 

[new2access via AccessMonster.com]

the database contains of hundred of trainees having info such as name,
address, telephone, etc.,

now, monthly we are receiving updated list of trainees which includes new
trainees to be trained and updated contact numbers, address, etc. for the
current trainees we have on our records.

I want to update the record i have on my database, i can do that by looking
at the trainees one by one, comparing to the one i receive (spreadsheet) if
there is any changes on their info or none, or if a trainees is not our
records....you know, it will take me a lot of time to do that one by one.

do you have other solution? i searched here, and found something about
importing data from an Excel spreadsheet to update existing record..

Hi,

[quoted text clipped - 5 lines]

Is there an alternative way to update the record?

How do you determine which record to update, what needs to be updated, and to
what???

 

[theDBguy]

Hi,

We'll need to see your whole database setup to be able to give you the best
solution but my first impression is that if the Excel spreadsheet that you
receive every month represents the latest data that you need, then why not
just delete all your old data and replace it with the new one?

Just my 2 cents...

the database contains of hundred of trainees having info such as name,
address, telephone, etc.,

now, monthly we are receiving updated list of trainees which includes new
trainees to be trained and updated contact numbers, address, etc. for the
current trainees we have on our records.

I want to update the record i have on my database, i can do that by looking
at the trainees one by one, comparing to the one i receive (spreadsheet) if
there is any changes on their info or none, or if a trainees is not our
records....you know, it will take me a lot of time to do that one by one.

do you have other solution? i searched here, and found something about
importing data from an Excel spreadsheet to update existing record..

Hi,

[quoted text clipped - 5 lines]

Is there an alternative way to update the record?

How do you determine which record to update, what needs to be updated, and to
what???

--



.

 

[Gina Whipp]

new2access,

Curious, is there a Time/Date in a field AND does that field only get
updated when a field in a record is updated?

--
Gina Whipp
2010 Microsoft MVP (Access)

"I feel I have been denied critical, need to know, information!" - Tremors
II

http://www.regina-whipp.com/index_files/TipList.htm

the database contains of hundred of trainees having info such as name,
address, telephone, etc.,

now, monthly we are receiving updated list of trainees which includes new
trainees to be trained and updated contact numbers, address, etc. for the
current trainees we have on our records.

I want to update the record i have on my database, i can do that by
looking
at the trainees one by one, comparing to the one i receive (spreadsheet)
if
there is any changes on their info or none, or if a trainees is not our
records....you know, it will take me a lot of time to do that one by one.

do you have other solution? i searched here, and found something about
importing data from an Excel spreadsheet to update existing record..

Hi,

[quoted text clipped - 5 lines]

Is there an alternative way to update the record?

How do you determine which record to update, what needs to be updated, and
to
what???

 

[John W. Vinson]

the database contains of hundred of trainees having info such as name,
address, telephone, etc.,

now, monthly we are receiving updated list of trainees which includes new
trainees to be trained and updated contact numbers, address, etc. for the
current trainees we have on our records.

I want to update the record i have on my database, i can do that by looking
at the trainees one by one, comparing to the one i receive (spreadsheet) if
there is any changes on their info or none, or if a trainees is not our
records....you know, it will take me a lot of time to do that one by one.

do you have other solution? i searched here, and found something about
importing data from an Excel spreadsheet to update existing record..

Well, you're using a relational database which is very good at finding and
matching things... it's perfectly possible to use your own eyes and brain to
do so, but the (very fast idiot) computer can do this simple task too, much
quicker!

I presume that your spreadsheet has *some* field or fields matching fields in
your table, such as a TraineeID, employee number, or the like... right? Or are
you matching on just the name? If just the name, how will you handle Jim
Phillips (the tall redhead) and Jim Phillips (the stocky brunet)?

You can use File... Get External Data... Link to link to the spreadsheet;
Access will treat it as if it were a table. You can then create a Query
joining this linked spreadsheet to your table by this identifying field (by
FirstName and LastName if you're willing to take the nontrivial risk of
duplicate names), and change the query to an Update query to update all of the
changes in one swell foop, without your needing to even look at them. You can
also include an Append query to add new trainees.

If you need help setting up these queries please post a description of your
table or tables (table name, relevant field names, Primary Key if there is
one, etc.) and of the spreadsheet. Some sample spreadsheet data (fake data,
don't post real people on this public forum!) might help.

 

[VWP1]

Does each employee have different data to update, or is the data all in the
same field? If each employee has different update data, and different
fields, and at different times of the month, you may need to take each
person's new information and update that person's records independently, as
you are. As you say, some people move their home addresses, change their
cell numbers, and other data, independently of each other. It sounds like
you need to update the data, as you get it. This is laborious, but true. A
personnel associate, who can specialize in directory data may cost more, but
seems to be the only avenue.

My question, is how does the data end up on a spreadsheet, if you've got a
database properly designed? Each person that moves, should submit their
address change to one person, who puts it directly into a database, instead
of a spreadsheet first, then a database. That's typing twice! Is this
spreadsheet an older record-keeping method?

the database contains of hundred of trainees having info such as name,
address, telephone, etc.,

now, monthly we are receiving updated list of trainees which includes new
trainees to be trained and updated contact numbers, address, etc. for the
current trainees we have on our records.

I want to update the record i have on my database, i can do that by looking
at the trainees one by one, comparing to the one i receive (spreadsheet) if
there is any changes on their info or none, or if a trainees is not our
records....you know, it will take me a lot of time to do that one by one.

do you have other solution? i searched here, and found something about
importing data from an Excel spreadsheet to update existing record..

Hi,

[quoted text clipped - 5 lines]

Is there an alternative way to update the record?

How do you determine which record to update, what needs to be updated, and to
what???

--



.