Installing Access Database Samples

Frequently asked questions - Downloaded Sample Database Installations Instructions

Installing Access Database Samples

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Download Zip file Content

The following instruction relate only to the free Sample databases that are available for download from our website.

Access databases downloaded from our website are in a zip file format. The zip-file includes the database front-end installer, the database back-end tables file, and installation instructions in a 'READ FIRST.pdf' For instance, in the Assets Management Database, zip-file is:

⚬     AssstsSetup.exe

⚬     Assets_Data.mdb

⚬     Read First.pdf

Note: that the Database front end (user interface) and the database back-end (database Tables) are installed separately. It is Strongly Recommended that you read the Read First.pdf before installing any database components. The 'Read First' document contains IMPORTANT information and will make sure you install that database correctly, the first time.

Considerations Before Installing the Database.

Never Install an Access Database in redirected folder such as Drop Box or Goolge Drive. Doing so will result in the database becoming corrupt and the loss of data.

If installing an open-source version of the database it is IMPORTANT to back-up the database back-end data file before installing a new front-end open database version.

Stand Alone or Multiple Users: Before installing the data tables (back-end) decide whether the database is to be shared between multiple users across a home or business network, or will it only ever be used by a single user on a single PC. How the database is to be accessed dictates how and where you install the database front-end and back-end. See the Multi-user / Single User install sections below.

Data Backup: Ensure that the local or network folder in which you store the Database tables, is added to your regular back regime.

Installing the User Interface (front-end)

The database front-end (User Interface) is installed locally on each user’s local PC using the setup file included in the download zip.

  1. Extract all files from the downloaded zip file to a folder on your computer or network
  2. Locate and double click the file ‘{DB-Name}Setup.exe’ file to start the software installer. Depending on the version and security setting of your Windows OS you may be prompted with the following warning notice.
    3. Access Database - Windows security warning spalash screen
  3. If you receive the Warning Panel, click the 'More Info' link and confirm that the software has been digitally signed by 'GI Business Database Solutions'. If so it is safe to click the 'Run Anyway' button.
    4. Access Database - Windows security warning Run anyway
  4. The installer will inspect your computer and confirm MS Access Database is installed. If not, then the installer offers to download and install the Free version of Access Runtime from Microsoft. (See the 'Microsoft Access Database Not Found' section below).
  5. On the ‘Welcome to the installer wizard’ panel, accept the recommended install location and confirm the ‘Place shortcut on desktop’ option is ticked, then click the Next button.
    6. Access Database - Windows Database Installer Welcome screen
  6. On the software ‘Licence Agreement’ panel read the agreement, and if appropriate select the ‘I have read this, understand it, and agree to do it’ option and then click the Next button.
    7. Access Database - Windows Database Installer Welcome screen
  7. Once the software has installed, select the option to ‘Open Readme file when you click OK’, then click the OK button to complete the User Interface (front-end) installation.
    8. Access Database - Windows Database Installer Read Me document screen
  8. DO NOT START THE DATABASE until you have read the READ FIRST.pdf. It contains IMPORTANT on where and how to install the database tables file. Also DO NOT start the database front-end user interface until you have installed the database tables (back-end) in accordance with the following section.

Installing The Database Data Tables (Back-End)

IMPORTANT: Do NOT install an access database component in a replicated folder such as One Drive, Dropbox, P-Cloud, or Google Drive etc. Operating a database in a replicated folder WILL result in data corruption, and can damage the database beyond the ability to recover your data.

NOTE: Data entered by the users is stored in the database back-end tables file. The database back-end file MUST reside in a folder shared by, and accessible to, all users of the database. All users MUST have full read, write, and delete permissions in the database tables’ folder.

Multiple User Access

Installing the Database back-end tables file for multi-user access over a local network.

  1. IMPORTANT: the Database back-end tables file must be installed in a folder shared by all network users that will require access to the database. Do NOT install the back-end tables file in a folder on a local computer HDD unless that folder is shared with other users over the network.
  2. Locate or create a shared folder in which to store the database tables (back-end), on your network.
  3. Ensure all database users have full read, write and delete permissions within that folder. Add the shared folder to your regularly back-up regime
  4. Move the file name ‘Assets_Data.mdb (extracted from the zip file), and place it in the back-end folder you created at step 2
  5. Copy the file named ‘TrustFolder.exe’ from the database install folder and place it in the tables folder created at step 2. Double click the ‘TrustFolder.exe’ file and then click ‘OK when advised the folder has been added as an Access trusted location on your computer
  6. The database back-end tables file has now been installed for ALL users. For information on linking the front-end user-interface to the back-end data tables file follow the instructions in Starting the Database
  7. Although not necessary, we recommend that each new user of the database opens the back-end table’s folder and double clicks the TrustFolder.exe app to add the folder as a trusted folder location in Access Database for that user. This is done only once by each differnet user of the database on a given PC.

Single User Database Access

If the database will only ever be opened by users on a single PC, the back-end tables may be installed in a folder beneath the database front-end folder on the computer. Follow the instructions below.

  1. Locate the database folder created during front-end installation. The default location is ‘C:\GI-BDS Software\GI {DatabaseName}\’, unless you selected another location during install
  2. In this folder create a new folder and name it ‘Tables’
  3. Move the file ‘{DatabaseName}_Data.mdb’ (extracted from the zip file), into the ...\Tables folder you created at step 3. Similar to :- C:\GI-BDS Software\{DatabaseName}\Tables\{DatabaseName}_Data.mdb
  4. The data tables (back-end) is now installed. For information on linking the front-end to the back-end follow the instructions in Starting the Database.

Starting the Database

Before starting the database for the first time ensure that you have installed the database User interface (front-end) front-end and Database tables file (back-end) by following the multi-user or single-user instructions above, and then follow the instructions below.

  1. Use the Start Menu option or the desktop shortcut to start the database
  2. When the database starts you may receive a message advising the back-end tables file location is required. If so click the 'OK' button and the 'Checking Data Connectivity' form will open.
    3. Linkage manager for Access Database tables
  3. Click the browser ‘…’ button and use Windows File Explorer Dialog box to navigate to the Database back-end tables folder and double click or select and click 'Ok', the database tables file {DatabaseName}_Data.mdb
    4. Linkage manager connect to Database tables
  4. The dialog box will close and the path to the Database Tables file (‘Assets_Data.mdb’) will be display. Click the ‘Attach’ button and wait whilst the back-end tables file is linked, and the database main form opens
  5. Perform the above steps on each user’s computer to connect them all to the same back-end tables data file

Microsoft Access Database Not Found

Before installing the database the installer program ensures the Microsoft Access Database program is available on your PC. If Access Database is not found, the installer will offer to download and install the appropriate version of MS Access Database Runtime from Microsoft Office.

  1. NOTE: Do NOT installer the Runtime Access Database program if you already have any full version of Microsoft Access Database installed on your computer.
    2. Runtime Access Installer options panel
  2. To proceed with installing Microsoft Access Runtime Database, click the ‘Download & Install’ button. Installing the Runtime version of Access Database may take several minutes depending on the speed of your network connection.
    3. Runtim Access Installed Success panel
  3. Once Access Database has been installed, the installation process will continue as usual. See Installing the User Interface for further information.

You will find the most upto-date version of these instructions in the 'READ FIRST' file included in every download. Bes sure to read ALL of it before installing any of the database samples.

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