Kckronic21
Programmer
Hi, Can someone please tell me what the steps are to documenting an Access database? Thanks!
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Steps to Document a Database!!!!
- Thread starter Kckronic21
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Well.. Generally, when I produce System Documentation I try to include stuff like:
1. Entity Relationship Diagram (ERD)- Look under Tools-Relationship menu.
2. Data Dictionary - Bascially a road map to what tables exist, the fields they include, indexes for fields and description of fields. The Tools-Analyze-Documentor Tables option will generate some of this, with the exception of field description. Typically, I use the File-Save Table option after generating the Documentor report, then cut and paste into a Word table, then add field descriptions.
3. Under Documentor, you may also document other objects of the Access database is so desired. Typically, I do not.
4. System Usage Summary - Basically, screen snapshots of the system. Then describe any functions that are used on the form/report/...
Again, the documentation you create may vary depending upon the requirements placed by the client.
htwh... Steve Medvid
"IT Consultant & Web Master"
1. Entity Relationship Diagram (ERD)- Look under Tools-Relationship menu.
2. Data Dictionary - Bascially a road map to what tables exist, the fields they include, indexes for fields and description of fields. The Tools-Analyze-Documentor Tables option will generate some of this, with the exception of field description. Typically, I use the File-Save Table option after generating the Documentor report, then cut and paste into a Word table, then add field descriptions.
3. Under Documentor, you may also document other objects of the Access database is so desired. Typically, I do not.
4. System Usage Summary - Basically, screen snapshots of the system. Then describe any functions that are used on the form/report/...
Again, the documentation you create may vary depending upon the requirements placed by the client.
htwh... Steve Medvid
"IT Consultant & Web Master"
Technical Side:
In the database itself, one of the first steps I do is to fill in the Description parts in the tables of what each field does. For each object's property, I also say what it does (in the case of the queries, I found it helpful to say what the query was for, since some were for more than one thing). For VBA code, I include at the top of subroutine/function the purpose of it, the date it was created, and the date it was modified. And, of course, comments as necessary throughout.
On paper, I use a Microsoft Excel worksheet. There's a description of what the object does, and a record source (i.e, a query). I create a table with a variety of columns. In reports, for instance, it includes Label, Field Name, Field Source, Event Procedure (it just says OnOpen, etc), and Description (what event procedure does; concatenation code, etc.). On the next sheet, I paste the VBA code. On the final one, since my database uses Microsoft security, I list the permissions for the report.
For tables, I include stuff like the size of the field and type of field.
User Documentation:
I used the HTML Help Workshop to create an online user documentation. I went through the database, describing how to do different things and based some of the troubleshooting on what the users found.
Doing the documentation, I've discovered, helps me find minor things to change that I missed, improvements, and clean up any problems.
Linda Adams
Visit my web site for writing and Microsoft Word tips: Official web site for actor David Hedison:
In the database itself, one of the first steps I do is to fill in the Description parts in the tables of what each field does. For each object's property, I also say what it does (in the case of the queries, I found it helpful to say what the query was for, since some were for more than one thing). For VBA code, I include at the top of subroutine/function the purpose of it, the date it was created, and the date it was modified. And, of course, comments as necessary throughout.
On paper, I use a Microsoft Excel worksheet. There's a description of what the object does, and a record source (i.e, a query). I create a table with a variety of columns. In reports, for instance, it includes Label, Field Name, Field Source, Event Procedure (it just says OnOpen, etc), and Description (what event procedure does; concatenation code, etc.). On the next sheet, I paste the VBA code. On the final one, since my database uses Microsoft security, I list the permissions for the report.
For tables, I include stuff like the size of the field and type of field.
User Documentation:
I used the HTML Help Workshop to create an online user documentation. I went through the database, describing how to do different things and based some of the troubleshooting on what the users found.
Doing the documentation, I've discovered, helps me find minor things to change that I missed, improvements, and clean up any problems.
Linda Adams
Visit my web site for writing and Microsoft Word tips: Official web site for actor David Hedison:
randusoleis
IS-IT--Management
Click on Tools - Analyze - Documenter.
Follow the instructions and you will be able to get a very clean printout of all tables, columns, properties, relationships etc,etc....
To print your relationship window.....
Click Tools - Relationships - File - Print Relationships.
Follow the instructions and you will be able to get a very clean printout of all tables, columns, properties, relationships etc,etc....
To print your relationship window.....
Click Tools - Relationships - File - Print Relationships.
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