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Distributing the Data
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Step 2 Determine How the Information Should Be Divided among Tables
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sounds, but you can follow these guidelines: A table shouldn t contain duplicate information among its records With only one copy of each data item, you need to update information in only one place The information in a table should be limited to a single subject This enables you to maintain data about each subject independently of the others This isn t as easy as it
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The Home Tech Repair manual work order record
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In the Home Tech Repair case, employee and customer information is repeated on several work order sheets To reduce the redundancy, pull out both sets of information and put them in separate tables Keeping payments in a separate table will add flexibility, especially if the work is paid for in installments, such as a deposit at the start of the contract and the remainder during the work
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Getting Started
If specific parts are routinely used, such as plumbing fixtures or electrical devices, the parts list should be kept in a separate table The data in the parts table can be accessed by the form or report that brings the work order expenses together Other peripheral data can be included in separate small tables, such as shipping or payment methods The Home Tech Repair company information can also be kept separately in one place, accessible to the report that prints the invoice This table can include the company address, telephone and fax numbers, e-mail and web addresses, and any short, standard message to include in correspondence
Step 3 Determine the Fields to Contain the Individual Facts about Each Subject All the fields should relate directly to the subject and not include any information that can be derived from other fields Include all the information you need, but nothing extra Break up the information into small logical parts, such as First Name and Last Name fields, rather than a single name field Name the fields, so that you can locate specific records and sort by individual field values You can always combine the fields later for finding and searching, if necessary
C AUTION The word Name is a reserved word in Access Name is one of the properties of Access
objects and controls, as discussed in later chapters Using a word that has a special meaning to Access as a field name isn t a good idea because this can cause unpredictable problems Access offers nine data types that cover all the types of data you re going to include in your database For example, text, memo, date/time, currency, Yes/No, OLE Object, Hyperlink, and Attachment are some of the data types offered You meet all these data types in later chapters Meanwhile, try to categorize the data into specific data types Table 3-1 lists the fields in each of the Home Tech Repair tables and shows the data type and size, as well as a brief description of the data to be stored in the field
Field Workorders Table Workorder Number CustomerID Bid Number Start Date Completion Date Supervisor Principal Worker Helper Material Cost Labor Cost Description Drawing TABLE 3-1 Number Number Text Date Date Number Number Number Currency Currency Memo Hyperlink Integer Integer 5 N/A N/A Integer Integer Integer 2 decimals 2 decimals N/A N/A Unique workorder number Unique customer ID Original bid number that contained text as well as numbers Scheduled start date Expected completion date ID of employee in charge ID of employee who is second in charge ID of helper Cost of materials Cost of labor Description of work order File of drawing, as required Data Type Field Size Description
Fields and Data Types in Home Tech Repair Tables
3:
Creating a Database
Field Employees Table Employee ID First Name Last Name SSN Specialty Address City State ZIP Work Phone Pager Hourly Rate Billing Rate Comments Badge Picture Customers Table CustomerID First Name Last Name Billing Address City State ZIP Phone Number FAX Number Notes TABLE 3-1
Data Type Number Text Text Number Text Number/Text Text Text Number Number Number Currency Currency Memo OLE Object Number Text Text Number/Text Text Text Number Number Number Memo
Field Size Integer 20 25 10 25 50 50 2 9 12 12 2 decimals 2 decimals N/A N/A Integer 20 25 50 50 2 9 12 12 N/A
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