if yes, then

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  • Start date Start date
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Guest

In order to be more effiecient at my new position, I have created a database
of exhibitors for our annual conference. Each year, a letter gets sent out
(merged with Word) requesting participation by the exhibitor and if they
participate then more information is entered in the appropriate fields. The
database is then saved as "the new year".

I would like to have a main database of exhibitors from which to draw from
and if they reply to the request then have a check box that will bring them
into the new year. I will need to work with this "new year" list to send them
more information, confirm payment, etc. If they don't reply - then they
remain where they are. I believe this is an "if yes, then" statement. I have
seen this done with other databases - but I don't even know where to begin.

Can someone offer some guidance?
 
The way to begin is to not have new tables for each year. I would set up
tables
tblExhibitors
==========
exhExhID autonumber primary key
exhCompanyName
exhContactFirstName
exhContactLastName
exhComments
...other fields...

tblConferences
================
cnfCnfID autonumber primary key
cnfStartDate
cnfEndDate
cnfComments
...other fields...

tblExhConf
=====================
excExCID autonumber primary key
excExhID link to tblExhibitors.exhExhID
excCnfID Link to tblConferences.cnfCnfID
...other fields....

If you track multiple items per exhibitor per year then set up another table
tblSteps
===============
stpStpID autonumber primary key
stpTitle values like payment, letter sent, ....

tblExhConfSteps
================
ecsECSID autonumber primary key
ecsExCID link to tblExhConf.excExCID
ecsStpID link to tblSteps.stpStpID
ecsUpdateDate
ecsUpdateBy
 
I would like to avoid a new table each year - but draw from a primary list.
I will go about separating the information and return. Thank you for the
help, I appreciate it very much.

Duane Hookom said:
The way to begin is to not have new tables for each year. I would set up
tables
tblExhibitors
==========
exhExhID autonumber primary key
exhCompanyName
exhContactFirstName
exhContactLastName
exhComments
...other fields...

tblConferences
================
cnfCnfID autonumber primary key
cnfStartDate
cnfEndDate
cnfComments
...other fields...

tblExhConf
=====================
excExCID autonumber primary key
excExhID link to tblExhibitors.exhExhID
excCnfID Link to tblConferences.cnfCnfID
...other fields....

If you track multiple items per exhibitor per year then set up another table
tblSteps
===============
stpStpID autonumber primary key
stpTitle values like payment, letter sent, ....

tblExhConfSteps
================
ecsECSID autonumber primary key
ecsExCID link to tblExhConf.excExCID
ecsStpID link to tblSteps.stpStpID
ecsUpdateDate
ecsUpdateBy
Click to expand...
 
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