Edit or publish a web database on SharePoint 2010

In this article / What do you want to do? / I want to

• Overview

  • How it works

    • Forms and reports run in the browser

    • Data is stored in SharePoint lists

    • Queries and data macros run on the server

    • Intranet or Internet

• Edit a web database

Overview

Access Services (an optional component of SharePoint) provides a platform for you to create databases that you can use on the Web. You design and publish a web database by using Access and SharePoint, and people who have SharePoint accounts use the web database in a web browser.

Edit a web database

This section provides steps for the basic design tasks you can do in a web database.

In this section

• Before you begin

  • Design differences between desktop and web databases

  • Desktop-only features with no web database counterpart

• Open a web database in Access

• Create a web table

• Add a field

• Change field properties

• Add a calculated field

• Set up data validation rules

  • Set up a field validation rule and message

  • Set up a record validation rule and message

• Create a relationship between two web tables

  • Create a lookup field in Datasheet view

• Modify a lookup field in Datasheet view

• Maintain data integrity by using data macros

• Create a web query

• Create a web form

• Create a web report

• Create a Navigation form and set it as the default form to display on start

  • Set your navigation form as the default web display form

• Publish a web database

• Synchronize a web database

Before you begin

There are a few tasks that you should perform before you start to design your web database. Moreover, there are design differences between web databases and desktop databases that you should know about, especially if you are an experienced Access developer.

• Determine the purpose of your database    Have a clear plan so you can make good decisions when working out design details.

• Find and organize the information required    You cannot use linked tables in a web database. Any data that you want to use that will not originate in the database must be imported before you publish. If you line up your data before you start designing, you can avoid having to refit your design to accommodate unexpected data challenges.

• Identify the SharePoint site you will use to publish    You cannot publish at all without SharePoint. If you want to test your design in a browser while you design it (not a bad idea), you have to publish it first.

• Plan your security    You can take advantage of SharePoint security to control access to your web database. Plan security early so you can build it into your design.

Open a web database in Access

There are two ways you can open a web database: from a browser, or from Access.

To open from a browser    Browse to the web database site, and at the upper left corner of the main navigation form (just below the browser toolbar area) click Options, and then click Open in Access.

To open from Access    Open the file like you would open any database file – press Ctrl + O and use the Open dialog box.

Create a web table

With your web database open in Access, on the ribbon, click Create, and then in the Tables group click Table.

When you first create a table, it has one field: an AutoNumber ID field. You can add new fields to store the items of information required by the table subject. For example, you might want to add a field that stores the date you begin tracking something.

Add a field

You can choose from a variety of ready-made fields to add to your table. There are two equally easy ways:

• On the ribbon, click Fields, and then in the Add & Delete group click the field type that you want;

• Or, on the table datasheet, click Click to Add, and then select a field type.

Change field properties

Formatting and properties determine how a field behaves, such as what kind of data it can store. You can change these settings so that the field behaves the way that you want.

1. Select the field that has formatting and properties that you want to change.

2. On the ribbon, click the Fields tab.

3. Use the commands in the Formatting and Properties groups to change the settings.

Add a calculated field

You can add a field that displays a value that is calculated from other data in the same table. Data from other tables cannot be used as the source for the calculated data. Some expressions are not supported by calculated fields.

1. With the table open, click Click to Add.

2. Point to Calculated Field, and then click the data type that you want for the field.

   The Expression Builder opens.

3. Use the Expression Builder to create the calculation for the field. Remember that you can only use other fields from the same table as data sources for the calculation. For Help using the Expression Builder, see the article Build an expression.

Set up data validation rules

You can use an expression to validate input for most fields. You can also use an expression to validate input for a table, which can be useful if you want to validate input for a field that does not support validation, or if you want to validate field input based on the value of other fields in the table. For a more thorough explanation of validation, see the article Restrict data input by using a validation rule.

You can also specify the message that is displayed when a validation rule prevents input, known as a validation message.

Create a relationship between two web tables

Table relationships are the way you indicate that two tables have data in common – that one of them uses data from the other, and perhaps also vice-versa. Say, for example, that every Task has a responsible Employee, and this fact is represented in the Tasks table by the EmployeeID field – the primary key of the Employee table. When you look at data about a task, you can include data about the responsible employee by looking it up in the Employees table using the EmployeeID – or rather, Access does it for you.

To create a relationship in a web database, you use the Lookup Wizard to create a lookup field. The lookup field goes in the table that is on the many- side of the relationship, and points to the table that is on the one- side of the relationship.

Modify a lookup field in Datasheet view

1. Open the table that has the lookup field that you want to modify.

2. Do one of the following:

   • On the Fields tab, in the Properties group, click Modify Lookups.

   • Right-click the lookup field, and then click Modify Lookups.

3. Follow the steps of the Lookup Wizard.

Maintain data integrity by using data macros

You can implement cascade updates and deletes by using data macros. You can use commands on the Table tab to create embedded macros that modify data.

Create a web query

You can use a query as the data source for forms and reports. Queries run on the server, helping minimize network traffic.

For example, suppose you use a web database to track charitable contributions. You want to see who donated money while an event was occurring. You could use a query to select the data and prepare it for use in forms and reports.

This procedure uses the charitable contributions template as an example. You can follow along if you create a new database by using the charitable contributions database template.

1. On the Create tab, in the Queries group, click Query.

2. In the Show Table dialog box, double-click each table that you want to include, and then click Close.

   In this example, double-click Constituents, Donations, Events, and EventAttendees.

3. Create any required joins by dragging fields from one object to another in the query design window.

   In this example, drag the ID field from Constituents to the DonorConstituentID field in Donations, and then drag the DonorConstituentID field from Donations to the ConstituentID field in EventAttendees.

4. Add the fields that you want to use. You can drag the fields to the grid, or you can double-click a field to add it.

   In this example, add Event from the table Events, DonationDate from the table Donations, and Greeting, FirstName, and LastName from the table Constituents.

5. Add any criteria that you want to apply.

   In this example, you want to limit DonationDate so that it falls between the StartDate and EndDate of the event. In the query design grid, in the Criteria row under DonationDate, type >=[StartDate] And <=[EndDate].

Create a web form

Forms are the main way to enter and edit data in your web database, and are also useful for reviewing data. Forms run in the browser, helping optimize performance. When you open a form, your browser retrieves the required data from the SharePoint server. You can filter and sort the data in the form without having to retrieve data from the server again.

1. Select a table or query to use as a data source.

   Note: If you want to create an unbound form, skip this step.

2. On the Create tab, in the Forms group, click one of the following buttons:

   • Form    Create a simple form that shows one record at a time, using the object you selected as a data source.

     Note: If you are creating an unbound form, this button is not available.

   • Multiple items    Create a form that shows multiple records at a time, using the object you selected as a data source.

     Note: If you are creating an unbound form, this button is not available.

   • Blank form    Create a form that has nothing on it.

   • Datasheet    Create a form that looks and behaves like a datasheet, using the object you selected as a data source.

     Note: If you are creating an unbound form, this button is not available.

Create a web report

Reports are the main way to review or print data from your web database. Reports run in the browser, helping optimize performance. When you open a report, your browser retrieves the required data from the SharePoint server. You can filter and sort data in the report without having to retrieve data from the server again.

1. Select a table or query to use as a data source.

2. On the Create tab, in the Reports group, click one of the following buttons:

   • Report    Create a basic report using the object you selected as a data source.

   • Blank Report    Create a report that has nothing on it.

Create a Navigation form and set it as the default form to display on start

People need a way to navigate your application. Remember — the Navigation Pane is not available in a web browser. For people to use your database objects, you must provide them a means. You can create a Navigation form and specify that it be displayed whenever someone opens your application in a web browser. Moreover, if you don’t specify a form to display when the application starts, no form will open, making it difficult for anyone to use the application.

You might want to wait until last to create your Navigation form, so that that you can add all your objects to the form when you create it.

1. On the ribbon, click the Create tab.

2. In the Forms group, click Navigation, and then select a navigation layout from the list.

3. To add an item, drag it from the Navigation Pane to the Navigation control.

   Note: You can only add forms and reports to a Navigation control.

4. Add any other controls that you want to the body of the Navigation form. For example, you might want to provide search functionality across all forms by adding some controls to your Navigation form.

Publish and synchronize changes to your application