Help with access field structure

[MM19542743]

Hello all,
I have several tables in a single word document that I need to convert to access. (please see attached file) I am not sure how to set up the table and fields. I have played with the access txt import wizard but not getting the desired result. as you can see the report has several rows and columns that each one needs to be a field that must have the ability to be updated if necessary. Thanks for any assistance.

 

[Beetle]

This isn't as simple as just converting a table in a Word document to a table in Access. Access is a relational database. You need to come up with a proper relational structure by determining what your entities and attributes are and how they are related to one another.

Looking at your pdf, you have;

Hospitals: At least one, maybe more

Departments: Each Hospital will have one or more Departments.

Rooms: Each Department will have one or more Rooms.

Receptacles: Each Room will have one or more Receptacles.

Inspections: Each Receptacle will have need to be tested on one or more parameters during Inspections that happen on a recurring basis.

You would also likely have at least a couple of look up tables for Location and Circuit Type information. Your pdf also has bar coded values for Asset# and Location. I'm not sure how those would fit in to the mix.

If you are new to Access or relational databases, then this is not a project that you can just throw together in a day or two and you're off on your way. Access has a much steeper learning curve than any of the other Office programs you may be familiar with. It takes time to learn proper RDBMS design. If you want to proceed with the project, then the place to start is by learning about normalization and proper table structure. There is a good tutorial here that may help you get started.

 

[MM19542743]

Thanks for your reply, let me give you a little background. I have for the past 8 years been using word as the template for each room. Every 6 months the room gets reinspected, I copy and paste the form into a new folder, rename and update the fields as needed. Usually only the date and the last 4 fields get modified, as to say visual insp/polarity/tension/comments fields. As you can see this PDF is one room. A typical hospital will have 200-400 rooms.
I print this report and then resend the original report thru the printer again, printing additional fields that shows resistance values, leakage currents and some other data that comes from another SQL database. Have I lost you yet?
I got the idea that I could put all this rooms in a access database and then set up a relational relationship and link them to the SQL database. (only print the report once)
I have watched several you tube video on access 2010.
I figured that each field in each column needs to be unique field in access. So each line would have 8 separate fields x the # of lines in a report. does that make any sense?
once again
thanks for your help
MM19542743

 

[Beetle]

OK, so I was bored tonight. Lucky for you I guess because my boredom led me to put together an example of what this model like look like in Access. This is just a rough example. I'm sure it would need some refinement to meet your specific circumstances and it's not something that would be production ready, but it may give you some ideas as to how to create an application that will fit your needs. I don't know what version of Access you have, so this is A2003 version. See attachment.

 

[MM19542743]

This model looks great, thanks for all your assistance. I just got home from work and will play with it
Thanks
michael
MM19542743