Correspondence database

[George]

Dear friends,

I am in the process of developing a simple database for the
incoming/outgoing correspondence of my department.

I have created a table with a the following structure:
CorrespondeceID - autonumber - primary key
LetterDate
From (the person who sent the letter to us)
ReferenceNo (ref no of the person sent the letter to us)
ReceivedDate
LetterSubject
FileNo (the file where the letter should be kept) - this is a lookup field
using a second table, where all our filenos are kept
ResponsibleOfficer - related to a third table of all of our emmployees

Now, I am in a big dilemma for:
a) I will use a field in the above table to record whether the letter is
incoming or outgoing (perhaps a lookup field), but in that case the fields
From, ReferenceNo will not be recorded for all outgoing correspondence, or
b) To use a second table to record only the outgoing corresponce, similar
with the above, without the mentioned fields (From and ReferenceNo).

Any ideas will be highly appreciated,

Thanking you in advance,

GeorgeCY

 

[Jeanette Cunningham]

George,
it is OK if the From field is only used for incoming mail, same for
Reference No.
I strongly advise against using a lookup field. Most access developers avoid
lookup fields because they cause problems further down the line.
Use a lookup table instead.

tblInOut
InOutID Pk auto number
InOutDescr text

Your correspondence table will have InOutID as a foreign key from tblInOut


Jeanette Cunningham -- Melbourne Victoria Australia

 

[George]

Dear Jeanette, thanks a lot for your answer.

Actually I am using a lookup table for the type of correspodence, using the
InOutID as a Number Byte.

I will follow your advice and I will use a single table, although some
fields will be kept empty for outgoing correspondence. I think that it will
be better to Disable/Lock those fields in my form if the outgoing
correspondence is selected, so I will apply that also.

Thanks again )

GeorgeCY

Ο χÏήστης "Jeanette Cunningham" έγγÏαψε: