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  1. #1
    Join Date
    Feb 2009

    Unanswered: Updating tables through email?

    If I have 3 tables that get updated regularly based on information sent from my suppliers, is it possible to create a form that is automatically emailed to each supplier based on the SupplierID, which they can fill out with any updates and email back, to update the related tables? This will save many hours of updates for the administrator in charge of the system. So can I do it? If so, where would I start?

  2. #2
    Join Date
    Dec 2004
    Madison, WI
    If you use Outlook, I believe you can design a "data" form in Outlook itself to enter and send data. I haven't ever designed one myself but I saw an application which did this and it worked pretty slick. The Outlook "Form" was emailed, data was entered into the Form and it was then emailed back where it was imported into the database. I'm not sure about the relational aspect though as I can't recall if it was relational and could populate multiple tables.

    You could also design an mdb which has tables linked to excel files. The mdb has your data entry form but the data is being saved in excel. Have them enter the data in the mdb form (which again, is saved directly into the linked excel tables) and then they just attach those excel files to an email. If you do this, I'd recommend setting the "Prompt for Location each time" checkbox when linking the Excel tables. That way when they use the mdb, it'll prompt them for the location on where they keep the excel files on their drive (or have them mimic your directory structure where the mdb/excel files reside or write code to do the linking).

    Otherwise, you problably need to send them an MSAccess mdb file with some sort of export routine so they could export the data to a file (there are several examples in the code bank. For example, you could set up an email form in the mdb such as here: or an export routine such as here: But there are several other examples in the code bank. Only problem is that if you make updates to the tables/forms, you'll need to re-send them the new mdb file to enter data (and a routine to transfer the data from their mdb into the new one. - unless you split the frontend/backend mdb but then you also deal with re-linking the tables.)

    If you're Excel savy, you could also design something in Excel which would enter data via a form and put data into designated cells to send as an import file.

    What we do is we use citrix to allow outside users to connect to our server. Outside users are allowed to connect into our system (via a web session using the citrix client) and they can then open the mdb and enter data directly into our system. Of course their permissions are limited to just running the one mdb file. The nice thing about this is that it's live data all the time without any importing hassles. And all the user's need is an internet connection (and simply install the citrix client.) They open the website, enter their password, and the mdb file immediately launches.
    Last edited by pkstormy; 05-05-09 at 22:09.
    Expert Database Programming
    MSAccess since 1.0, SQL Server since 6.5, Visual Basic (5.0, 6.0)

  3. #3
    Join Date
    Nov 2007
    Adelaide, South Australia
    You could send suppliers .csv files for them to modify etc and then use an import/update command to upload what they send back, but there are no data verification controls in that method... if you wanted an Access form kind of thing, then you'd need to send/receive an MDB.

    Or make an online application so they can log in and modify their own data online.

    Or host your data in something like MySQL and send them and use MDBs that connect to it.
    Owner and Manager of
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    Microsoft Access MCP.
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    "Heck it's something understood by accountants ... so it can't be 'that' difficult..." -- Healdem
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