History log /file notes

[james_IT]

Hi Guys

Tried looking up audit trials etc but cant find what im looking for.

As mentioned in a previous thread im trying to make a db for a letting management agent.

I need to create a history log or similar for each property that shows a note for anything that get done to that property / on that file.

e.g. If an invoice is sent to the landlord of the property then an automatic note recorded in the history of that property.

Is it possible to save the access report in this history (e.g. as if it were a list of emails in outlook you can click each one and preview it)?

Can anyone advise me on two things:

1) the ideal table set up for this
2) how to automatically record and save all invoices sent, tenancy agreements sent (i.e. when a report is generated) to that file / property

any advise / samples / examples greatly appreciated!

thanks

james

 

[GaryPanic]

thats a big old job you just asked about...


invoicing systems are relatively simple ...
and you can make a letter system based along the same lines , however if you are going to want word fuctionality then this is a whole new ball game

you can make a table set up to record letters and letter types (which could be invoices ) but one would assume that you need a proper audit trail -so your invoices would have to be in a table of their own to be pratical , and you correspondnace in another .


if we ignore invoices , now are you going to only use default letters or are you going to use freeform text function ,
then you need a letter table and a history letter table
letter table for your default leters and using the .add fuction to add these to the history table - you might be better off using "Super Easy Word" fuction and combining a make directory fuctionality and store your word .doc in seperate folders per property - make your invoices word as well and you could store them there - however !!!!- from an audit point of view any invoicing done in word is open to abuse - where as a report from access - pdf or whatever is a lot harder ...

as i mentioned its a big job, i have thrown together a memo recording db somewhere on the samples which could record telephone messages take - with a date stamp - that could be converted into an action reporter - you will need to search for it (its roughand not the prettiest thing but was desing to show whatcan be done )

 

[GaryPanic]

also check Bob larsons or Ghudsons (?) directory db this is a pretty slick piece of design - which shows you what can be done - (Both of these guys are pretty slick with their stuff)