New to creating databases, trying to create one for input from ~100 users, can Access do it?

[xxthatguy7xx]

Hello, I'm pretty new to databases, so throughout the course of my venture I'm probably going to be needing a lot of help (I'll try to use other forums so as not to overload this one with questions).

Basically what I need is a system (I'm thinking database will be easiest, hence posting here) that will organize a list of materials by their details and amounts, and have it so students can request these materials. Students will be requesting from groups, so I would like there to be a function that does something along the lines of sorting out requests from same groups, so there aren't repeat requests.



The system would need some feedback for students (requesters) and users (lead teacher). Basically, I'm looking for it to be able to take the input from a group and if there's no more of an item they've requested available, alert them to that, but also send an email (or ideally a form) to the lead teacher, that states a requested item is out of stock (so to speak). If possible, I'd like for this to be a form such that the teacher can say whether or not they can get more, which would trigger yet another function sending an email to the original requester, but that seems like it'd be making my database too complex.

From what I've learned so far, Access has features to mail forms to users, and manage replies from these forms, which sounds like what I need, but could I integrate functions based on input from forms that, for example, sends out an email to the requester with "The item requested is no longer available, a request for more has been sent to $leadTeacher" and "<<item>> has been requested but is no longer available, can you get more?" Also, how complex can the forms get? For example, could they have drop-down boxes with categories of items, with item options based on the drop-down selected?

Sorry to post such a long (and possibly complex) thread, but I'm not sure what my best options are at the moment. Do you guys think that Access is capable of doing all this, let alone with my beginner knowledge of it, or should I look to other options? Thanks for any help!

[June7]

Not sure what 'mail form' feature you are referring to. There is, at least through Access 2010, a feature called Collect Data. It was removed from Access 2013.

However, I don't know of any way to construct an email to contain drop-down boxes.

[xxthatguy7xx]

Not sure what 'mail form' feature you are referring to. There is, at least through Access 2010, a feature called Collect Data. It was removed from Access 2013.

However, I don't know of any way to construct an email to contain drop-down boxes.

Yes, sorry for my incorrect terminology, I was referring to Collect Data. The website only shows it for Outlook 2007, does that mean it isn't going to work for me? I might have to seek another way to do this then, but I'm at a loss. I'm sure I can construct a form without drop-boxes that will still work well, I guess I'll just have to do a lot more research. Thanks for your response!

[June7]

Collect Data is available through Access 2010.

VBA code can construct text strings that can be the body of an email. Those text strings can include HTML code tags to apply special formatting to the text and to embed images. But AFAIK, HTML does not have interactive elements like drop-down boxes.

Constructing email with VBA is common topic. Search forum. Here is one https://www.accessforums.net/program...ook-21903.html

[HiTechCoach]

(I'll try to use other forums so as not to overload this one with questions).

Actually that is backwards thinking. By keeping all your post on a single forum it is much easy for the member to follow your progress and even refer back to previous questions. I do search for previous post to see what other issues a you have had to help me better help you.


I would urge you to stick with a single forum, like this one.

[Micron]

If I understand, what you want seems related to a web based ordering package because it's a marriage of database, html forms and email. I've had to create this sort of thing in the past, so that's my point of reference. If so, Access is not the tool I'd suggest for this because although I suspect you could do it by mashing together a lot of code and automation, it would be the more difficult route by far.

HTML does not have interactive elements like drop-down boxes.

Yes, html forms do have drop downs (html Select tags) - surely most of us have had to pick a country or gender option from a drop-down, or select a survey option button on a web page at some time or other? However, you're asking to email these forms and expect an email program to communicate reader selections or changes to the database? Perhaps I misunderstood that part. If you can dial back the requirements a bit, you may be able to construct an Access db that handles most of the requirements. I have used CDO to send html formatted email from Access, but there was no feedback to the database expected from within the email. These messages did not include drop-downs, but I don't see why they could not. I just don't know what the outcome would be if someone tried to select a list item. The message was a prompt to go into the db to take action - maybe you could entertain that approach.