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Microsoft Access LinkingMicrosoft Access LinkingCreating Reports and Queries from Techfim Tables

Presented by Lydia Vrska

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QueryTableUser

DBSecurityServer

Report

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QueryTableUser

DBSecurityServer

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Introduction Introduction

What are DB2 TablesWhy do I need to Link to the TablesHow can I use the informationUsing Microsoft Access to link and run

queries and report

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DB2 Database TablesDB2 Database TablesThe DB2 Database is stored on a computer

(server or mainframe) to allow access to multiple users from their own PCs.

A DB2 Database is a set of tables with rows and columns for storing data.

The data is is accessed using SQL (Structured Query Language) to retrieve a subset of data stored in the tables and is readable in PC format.

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Linking to the Techfim DB2 Linking to the Techfim DB2 Tables on the SQL ServerTables on the SQL Server

The tables can be linked for viewing or querying from remote PCs (users) that would otherwise not be accessible when stored on a Mainframe Computer

The SQL Server is updated daily – Mainframe tables are recreated on the server in PC-readable format

Users can customize queries, create reports and forms for daily, weekly, monthly, or yearly reports or forms.

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QueryTableUser

DBSecurityServer

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How can I use the InformationHow can I use the Information

Data from Techfim Tables can be used to automate reports, create forms, or look up information in a format not available using TechNet on the mainframe

Queries and reports can be run from multiples tables on one query or report

They can also be modified at any time to change the data that is retrieved

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How do I link to the DB2 TablesHow do I link to the DB2 Tables

The link is set up via MS Access The linking instructions are at

www.itis.ttu.edu/techfimdataOnce the links are established, you are

ready to run queries and create reports and forms.

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Which Tables do I need?Which Tables do I need?Most of the tables have a name embedded

that is similar to Techfim Table names– For Example: FAS2 might be called

“dbo_TFFASFASCTB” The tables can be renamed on your database

linkIf you do not have authority to view the

tables you will not be able to run queries against them or view the data

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Things to RememberThings to Remember

The tables on the SQL Server are updated nightly

Some data on Techfim could vary if it was updated “after”“after” the SQL Server update.

The ”links” ”links” to the tables do not use up disk space on your computer unless you copy the data from a table and create a new table in your database.

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Where to Get More InformationWhere to Get More Information

View this information again by clicking on PowerPoint on Linking to DB2 TablesFor questions or assistance on customizing

the queries, you can call me at 742-3255 X229.

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Hands On…Hands On…

Open Microsoft Access to begin the hands on session

… or continue with demo

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Step 1 – Request security access Step 1 – Request security access to the TechFIM Data Systemto the TechFIM Data System

Click here to test access

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Enter your Eraider userid and Enter your Eraider userid and password.password.

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When you receive this message, When you receive this message, you can begin running queries!you can begin running queries!

(USER) “ALREADY HAS ACCESS TO THE TECHFIM DATA SYSTEM”

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Setting up your Database in Setting up your Database in Microsoft AccessMicrosoft Access

Create a NEW database

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Give the database a name Give the database a name meaningful “to you”meaningful “to you”

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Link to the SQL Server TablesLink to the SQL Server Tables

1. Click on New

2. Then Link Tables

3. Then “OK”

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Select ‘Files of Type” ODBC Select ‘Files of Type” ODBC DatabasesDatabases

Click on Click on the “pull the “pull down” down” box and box and scrollscroll

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Select Techfimdata sourceSelect Techfimdata source

Click on TECHFIMSQLSERVER

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Enter your “Eraider” userid and Enter your “Eraider” userid and passwordpassword

Enter userid and password then click “OK”.

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You can “Select All” or select a You can “Select All” or select a specific table(s) that you wish to specific table(s) that you wish to accessaccess

Click one or many to highlight (select) then click “OK”

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Each table will display the fields Each table will display the fields available in each tableavailable in each table

Click OK if that is the correct table (Hint: hold the enter key down until all the tables have linked)

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The link to the table(s) can be The link to the table(s) can be renamedrenamed

Right Click and select “rename” then type a name that makes sense to you

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Create a QueryCreate a Query

Click QUERIES, then on New, then Simple Query Wizard and click “OK”.

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Select the table that contains Select the table that contains the information you needthe information you need

•Scroll down to select the table

•Select the fields

•Click on Next

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Name your queryName your query

Give your query a meaningful name

Then click “Finish”

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View and Modify Query ResultsView and Modify Query Results

The Query Results are displayed

To change the results, click on the “design” icon

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Create sorting and other criteria Create sorting and other criteria for data that is displayedfor data that is displayed

Fields can be SORTED or additional criteria

(Example: show only values greater than 04 in this field)

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View DataView Data

Records of account type > 04

In Ascending order

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FormsForms

Forms can be created for capturing or displaying data in a format that does not look like a table or spreadsheet

Forms can be modified, edited, printed, published to a web site or sent by email

Logos and other graphics can be added to enhance the appearance of the form

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Form ExampleForm Example

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ReportsReports

Reports are “Read and Print” only and can be modified to show different views and sort structure

A report can be run against queries or tables (or both) to create a “formatted view” of data

Reports can be emailed or published to a web site

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Report SampleReport Sample

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Adding Security to DatabasesAdding Security to Databases

If a Database is accessed by multiple users, security can be added to prevent data from being modified.

Users can also be limited to certain views of the data.

Techfimdata security does not allow changes to the db2 tables; however tables can be copied and edited within the database to create reports or queries as of a specific date.