Is Access right for what I want?

[captainhut]

Hi, I'm new to this forum and im impressed by what I've read so far.

My question relates to a database I designed a year ago-it's used by a charitable organisation I volunteer with which provides first aid services at events.

The system is effectively a radio communications logging system which the radio communications controller can click on a button which opens a form. In this form, the ID of the team calling in can be selected along with other drop downs to allocate various criteria to the call, then the call description can be input to a text box. The user then clicks save and the form closes. This then leads to the possibility of viewing a report which is the log of all the calls made.



This works perfectly for the basic reason I initially designed the system for: call and incident logging, but I'd now like to develop it further.

Basically, I'm aiming to get as close as I can to having a computer aided dispatch system where I can track various responding teams, allocate them to jobs and view current outstanding jobs so that the dispatchers can see what is still being dealt with, the status of the teams out at the event etc.

I know that there are bespoke CAD systems out there but as a small charity we simply can't afford this, instead we rely upon our volunteers to come up with ideas to help us professionalise as much as possible, but at nil cost.

This rather long winded post basically asks two questions:

1) Do you think access can do what I'm asking of it?

2) If so, where do you suggest I begin?

I'm happy to adapt the current system or start from scratch with "version 2".

I look forward to your comments and thank you in advance.

[ranman256]

Yes Access is great for this. As for the restart or modify I can't say by just your text.
I have built these before, but if you are a beginner, it may be a challenge.

[captainhut]

Thanks ranman256 for that encouraging news. The system I developed was roughly a third of what I want to have upon completion.

One of the main things I'd like would be a front screen which the system would sit on whilst it's not being actively used. I currently have a form with a button for a "new call" and another to "view log".

Ideally I would have a window, for example on the right side of the screen (or maybe even on another monitor - is this possible?) which would show a list of all jobs. This could be colour coded, for example green would be completed jobs, red for outstanding jobs. The controller can simply click on a job to mark it as completed, the screen would refresh and the job would turn green or disappear whilst simultaneously logging the completed time in the original record.

Any hints as to which area of access I should be learning to complete this, or a guide as to what to look at?

Thanks again.

[CJ_London]

or maybe even on another monitor - is this possible?

investigate form modal and popup properties

This could be colour coded, for example green would be completed jobs, red for outstanding jobs.

Investigate conditional formatting

Also investigate using subforms

If not already understood, investigate normalisation and vba coding

[captainhut]

The subform a was what I was looking for! I've massively upgraded my existing system and it's now looking much more like what I want.

My next step in this project is this:

The database will only be used once per event, then the data will be printed and filed along with all the other information from the event. As such, I need a way that I can give one database file to a user who can then have a "fresh start" at every event they go to.

For example if they arrive at a football event they can open the database and click on a "new event" button somewhere which will clear all the records of the previous event and allow a fresh start as if it was the first time they were using the database. The current way I'd do this would be to copy the original master file and save as another name, which would end up with having lots of files. Then, a week later when the user goes to a fun run he can click the fresh start button again and he's ready to go for that event. It should be noted that I'd like this action to also reset the ID numbers of the main record back to 1. I currently achieve this by using the compact and repair database option but I'd like to keep users away from having to perform too many "technical" tasks prior to being ready to go.

Again, if someone could point me in the right direction I'd be much obliged.

[CJ_London]

open the database and click on a "new event" button somewhere which will clear all the records of the previous event and allow a fresh startCan

you clarify why you want one db per event - normally you would have one db with multiple events - once events are completed, you would update a record or records which would update a 'completed' field from false to true.

also reset the ID numbers of the main record back to 1

ID numbers should mean absolutely nothing more than a record identifier. You should not use them as a meaningful value in any way shape or form. Use what is often known as DMax()+1 - this will then be 'reset' for each new event automatically if you take on board my point above.

[ssanfu]

I agree...Access can do what you want.

The system I developed was roughly a third of what I want to have upon completion.

I would recommend that you (re)design your structure BEFORE you start any more coding. At this point, pencil and paper are your friends. Work through the tables and see if you have covered everything - don't want to get almost done and find a nasty surprise.

reset the ID numbers of the main record back to 1.

Why? If the "ID" field (bad choice for a field name, BTW) is an automunber, it shouldn't be seen on any form or report.
If it is a custom autonumber, it should automatically reset to 1 because there wouldn't be any existing records (all records were delete to start a new event).

See Autonumbers--What they are NOT and What They Are
http://www.utteraccess.com/wiki/index.php/Autonumbers

and Use Autonumbers properly
http://access.mvps.org/access/general/gen0025.htm