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Working with Views
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Views are the simplest type of query that SQL Server supports. Views offer a way for you to control what data is displayed and the order in which it is displayed. Views are great tools for the SQL Server developer because they allow the developer to control access to the data in the tables. Instead of assigning individual user permissions to certain parts of a table, you can create a view and give the user permissions to see and change data only through the view. Below are some reasons you might use a view:
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You want a secure and updatable replacement for a table. With a properly designed
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view, your users can still add, delete, and update rows, but they don t need permission to access the underlying tables directly. You can give users permission to use the view, and, if you want, you can restrict access to specific columns simply by removing them from the view.
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You want to organize the recordsets that you use for your forms and reports. You can
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use a view as the record source for any form or report or as the row source for any combo box or list box. If you carefully plan a naming convention, you can create one view for each form or report to make it easy to know which object uses the recordset. For example, vwFrmCompanies might be the view that supplies the recordset for the frmCompanies form.
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You want to add querying power to your recordsets. Unlike a table, views can
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automatically sort or filter information based on fixed date ranges or predetermined values. For example, if you have users that need to work only with the invoices for the current month, you can build a view as a recordset that displays invoices only for the current month.
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Part 1: Part Title
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Building Queries in an Access Project
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You can use views as a record source anywhere that you can use a table as a record
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source. You can also use functions and stored procedures as record sources in your views. Note Views are usually meant to provide updatable recordsets, but this isn t always the case. Views are not updatable when you include an aggregate function that summarizes the data or when you group the data. Views are also partially updatable if you are building a recordset from multiple tables because only the many side of the recordset provided by a view is updatable. Keep this in mind as you construct your views. Now that you know about some of the uses for views, finish building the view that you started building previously. To keep the first example fairly simple, start by removing some elements from the existing view. First, remove the tblCompanyContacts and tblContacts tables by right-clicking on them and selecting Remove from the shortcut menu. Also, if you turned on the Group By option, turn it off by clicking the Group By button on the toolbar. When you are done, your view should look like Figure 18-12.
Figure 18-12. A view in the query designer with only the Companies table included.
Because you previously added the CompanyName and Department fields to the view, Access adds the CompanyID field below the Department field when you select it. Click the selection button next to the CompanyID field in the grid pane and drag it to the top of the list. 651
Part 4: Designing an Access Project
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Design this view so that it would be a suitable record source for the Companies form. Include all the columns from the tblCompanies table in the result set by placing a check mark next to the name of each column in the diagram pane. You do not need to include the upsize_ts field because that is a nonupdatable system field that Access uses to help make update commands more efficient. You can also select all columns by placing a check mark next to the *(All Columns) option, but because you want to specify a sort on one of the output columns, add each of the columns individually. (There is a way to specify a sort when using the *(All Columns) option as you will see in the next section, Working with In-Line Functions. )
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