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Deciding When to Upsize
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If only one person is using your desktop database, you typically won t need to upsize the database unless it s getting very large (greater than 500 MB). You re more likely to need to upsize when you have multiple users sharing the application. If you originally placed the entire database (tables, queries, forms, reports, macros, and modules) on a network share for two or three users, and you now have additional users that need to run the application, or you re experiencing performance or corruption problems, you should first consider splitting the database. You can greatly improve performance and reduce corruption problems by placing all the tables in one desktop database file on a file server share and giving each user a copy of a desktop database that uses linked tables to the shared file and that contains all your queries, forms, reports, macros, and modules. You can read more about how to split a desktop database in 31, Distributing Your Application. If you have already split your database, you should consider upsizing if any of the following become true:
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You need to make the application available to more users soon, and the number of
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simultaneous users will exceed 20.
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The amount of data is growing and has or will soon exceed 100 MB. Users are complaining about slow performance that you can t fix by adjusting the
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application design.
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You begin experiencing frequent corruptions in the shared data file that force you to
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take the application offline and repair the file.
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You need to add data and functionality to the application that need to be secured.
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(Although you can secure a desktop database, you can t achieve truly reliable security unless you re using SQL Server. See 30, Securing Your Database, for details.) 1135
Part 1: Part Title
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Part 7: After Completing Your Application
Microsoft Office Access 2003 Inside Out
You have added (or are considering adding) mission-critical tasks to the application, and
consequently the application cannot be unavailable for more than very short periods of time.
Although you are backing up the shared data file every night, the volume of work that
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it supports has risen to the point that your organization cannot afford to re-input an entire day s work if the data file becomes hopelessly corrupted. Of course, you should consider the items in the preceding list based on your own experience with how well the application runs and the requirements of your users. Some shared desktop database applications run just fine with 50 or more users. Others continue to work well even when the amount of data exceeds 100 MB. The real secret is making the decision while you can still achieve greatness rather than waiting until the situation is so bad that you have greatness thrust upon you.
Inside Out
Is your desktop application designed for a client/server architecture When you build a desktop database application, it s all too easy to design forms and reports that always display all records from your tables when the user opens them. It s also tempting to create combo boxes or list boxes that display all available values from a lookup table. These issues have little to no impact when you re the only user of the application or you share your application with only a few other users. However, fetching all rows by default can have serious performance implications when you have multiple users that need to share a large amount of data over a network. A successful client/server application fetches only the records required for the task at hand. You can design an application so that it never (or almost never) opens a form to edit data or a report to display data without first asking the user to specify the records needed for the task at hand. For example, the LawTrack Contacts application opens a list of available companies, contacts, or invoices from which the user can choose only the desired records. This application also offers a custom query-by-form search to filter specific records based on the criteria the user enters. You can also design the application so that it uses information about the current user to filter records. For example, the Housing Reservations database always filters employee and reservations data to display information only for the currently signed-on employee. When a department manager is signed on, the application shows data only for the current manager s department. Even so, the two main sample applications aren t perfect examples. Both applications use a ZIP code table that contains more than 50,000 records to help users enter valid address data, and this huge table is the row source for several combo boxes. In the desktop database version, each user has a local copy of the ZIP code table, so the performance impact is minimal. When I upsized the application to a project file (.adp) and SQL Server tables, I should have changed this design to use a text box for the postal code and then written additional code behind the form to perform a single-row lookup into this table on the server to fetch the related city, county, and state information. You ll learn later in this chapter how to do that.
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