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Don't Delete Data
By Richard Rost   Richard Rost on Twitter Richard Rost on LinkedIn Email Richard Rost   2 years ago

Don't Delete! Marking Records Inactive.


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In this Microsoft Access tutorial, I will teach you when you should and should NOT delete data from your Access databases. We will "soft" delete customer records by marking them "inactive." We'll prevent users from deleting them by setting the Allow Deletions property to NO. I'll show you how to open your customer form to show either Active or Inactive customers. You'll learn how to create a list of only Active customers to select from in a combo box to add a new contact.

Ben from Jamestown PA (a Silver Member) asks: I've got a lot of customers in my database that I know will no longer be buying from me. Some have retired. Some are deceased. I need to keep their records in my table for accounting purposes, but I don't want them cluttering up my reports and combo boxes. How can I remove them without deleting them? Same thing goes with discontinued products.

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I'll show you how to archive data to a different table after a customer is marked inactive for 30 days. We will create a Contact Archive table, move the information to that table using an append and delete query, and then create a Union query to see how to put it back together again into one set of data, if we need to.

Silver Members and up get access to view Extended Cut videos, when available. Gold Members can download the database template from class plus get access to the Code Vault. If you signed up on YouTube you have to register on my YouTube Find User page so I can set up your account here on my web site. If you're not a member, Join Today!

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