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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.


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 contact me so I can set up your account here on my web site. If you're not a member, Join Today!


Splitting Your Database:
Relational Combo Box:
Cascade Deletes:
Append Query:
Union Query:

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Michelle Seidelin 
2 years ago
Hello Richard I have added our field to my product table called discontinued when I run the query it will only show the active ones but when I used the combo's it still shows the item which I have marked discontinued what have I done wrong Michelle
Michelle Seidelin
2 years ago
Richard just in case I did not make it clear I am running the database as built to level 22 where it is getting the information for the combo's through the product list but does not add it directly and tall you hit the add button just thinking if this was being fed by a query with ProductT in the query with discontinued showing as no so if I change the source of the combo to this query then the product does not show is this the right way to go about it

Alex Hedley
2 years ago
If you create a query, then add a field later that you want to use to filter that data youd need to update the combo source, so add that discontinued field into your WHERE clause.
Michelle Seidelin
2 years ago
Hello Alex just to confirm that I am doing what you are suggesting and I am not going to muck up the workings of the database as far as the order details there order detail as taught in level 22 you are saying to replace the following which was built into the lesson 22 SELECT [ProductT].[ProductID], [ProductT].[ProductName], [ProductT].[UnitPrice] FROM ProductT; with the query which I called discontinuedQ

Will not do anything until I get this confirmed a lasting I want to do is destroy all my work by doing something that is wrong

Thank you Michelle
Alex Hedley
2 years ago
It should be fine, if you're worried take a backup of the db first, make a copy of the original SQL and you can always revert it.
As long as the field bound to the original control exists in the new query it should continue working.
If it looks at historic data and you choose a record linked to a Product that is now discontinued it won't show anymore.
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