Form/Database Question

[Graybeard]

As a newbee, I have asked many questions and everyone has been very helpful. I have also learned a lot by reading different threads. My problem is that I discovered this forum after I was 3/4 of the way thru creating my db and had done almost everything wrong. As a result, despite what I'm learning here my db is in a complete shambles. I have decided to trash it and start over doing it right using what I have learned here from the beginning. To that end I have a question about my initial form. This is a DB for a Law Office. We have approximately 400 clients. The initial form assigns each client a Client ID and records basic Client Info such as Name and Address, Phone Numbers, age, Spouse's name, Occupation, etc. My question is would it be a good idea to enter this info in the initial form once I have built the initial table and form so that I have records to test and build on as I add tables and forms or should I wait til the DB is completly built before adding any records. My instinct is to add the records to each form as the table and form is built but I would like some guidance as to whether my instinct is correct.

 

[Mile-O]

• Forget forms just now.
• Get your table structure sorted out.
• Write down what you need on paper.
• Try and group the info into relevant sections.
• What bits should relate to others? Draw lines between them.
• Normalise it as best you can. Having problems? Post back.
• Once you've got a table design, try creating it in Access.
• If you notice any normalisation problems then fix them. Now is the time!
• Next step....
• Forget form just now.
• Think about queries. What queries will you need?
• Create the queries you will need.
• |Try some dummy data in your tables. Do the queries work as expected?
• If not, rework them. Spotted a problem with normalisation? Fix it
• If your queries work, then you should think about forms.

And don't store Age in a record. Store the person's date of birth - age isn't a static value and will require updating. Age can be calculated easily from a date of birth.

And Name is a reserved word (like Date and many others) in Access so don't have it as a field name. Instead, do the proper thing and normalise that too so that you have Forename and Surname

 

[Graybeard]

SJ, thanks for the help. idn't mean to confuse. I was trying to keep my post short. I do have name broken out as first and last and age as date of birth Though I did have it

 

[Graybeard]

SJ, Im hoping you check this thread. I decided to stick with it and not start a new thread. am posting back because I took your advice and am not sure about something. I grouped my tables like you suggested on paper and decided to make the Criminal case tables first. Its a progression. The first table has all the fields for info on the charges.Next comes a series of tabeles at the same level. Ill use only one to keep it it simple. a table for motions the attorney wants to file. Im having difficulty deciding which table is the one and which is the many in the relationship. I originally set up the charges table os one and motions table as many but now not sure that is right. Heres why. Originally, I thought one criminal case and many motions.However, within that one case there is a seperate record for each crime the client is charged with. Thats because the data for each crime charged is different. For example penalties for each are different; the client may be convicted of one but not the other, etc,. Now when I go to the motions table I have seperate tables for each type of motion. So for example if the client has an alibi I have an alibi table because the fields for an alibi are different than the fields for, say, a motion that the arrets was illegal. I realized that ther will be only one alibi motion filed that applies to all the criminal charges in that case and that this is true of all my Motions tables. So am I correct that I have my relationships backwards. that the motions tables are the one and the criminal charges table are the many?