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Making a database Karyl Slim 11IOTA
In today’s lesson, we started to create a database that would contain details of endangered species. To create the database, I used ‘Microsoft Access’ because it was the suitable/appropriate software to make the database. We started by adding all the ‘Field Names’ that were on a list on the Dida Wildcare website (list). We then had to choose an appropriate ‘Data Type’ for each of the ‘Field Names’ which would allow us to type the correct format for each section. For ‘Name of Species’, ‘Group’, ‘Location’, ‘Status’ and ‘Threat’ I decided to chose ‘Text’ as the data type because they are all going to be names of something. For ‘Weblink’ I decided to use ‘Hyperlink’ because it will allow the user to access the website for more information. For ‘Adoption Cost’ I decided to use ‘Currency’ as the Data Type because it will include numbers as it is the price of the adoption cost.
The Dida Wildcare website had information on what we needed to include in each field name. ‘Name of species’ didn’t need any validation rule or text but I decided to changed the ‘Field Size’ to 40 so that the maximum letters the user will be able write will be 40; this will make it easier for the user to enter the name of the species.
The next Field name we had to change was ‘Group’. The website gave us a list of the validation rule and so we had to use the ‘Lookup Wizard’ to enter these rules. I clicked on ‘I will type the values that I want’ as this will allow me to add all of the names that will go into the ‘Group’ section. In the column list, I then added all of the species groups that will appear in the database and then I pressed finish. In the ‘Validation rule’ on the field properties section, I added ‘Only Bird/Insect’ Or ‘Mammal’ Or ‘Fish’ or ‘Reptile/Amphibian’ I put each of the names in speech marks as this will indicate the different groups. For the ‘Validation Text’ I typed ‘ You have entered the wrong information. Please enter either ‘Only Bird/Insect’ Or ‘Mammal’ Or ‘Fish’ or ‘Reptile/Amphibian’ because this will allow the user to realise that they have typed something wrong when finding the group of the species and they will be able to change their information with the given list.
For status, we were given the validation rule that was on the website so we had to use the ‘Lookup wizard’; this will allow the user to type in the correct information. I then clicked on ‘I will type the values that I want’ because it will enable me to add all of the codes that will appear on status field. For location, there wasn’t a validation rule or text but I changed the field size to 80 so that the maximum information added will 80 characters.
In the column section, I entered all of the codes that we were given to indicate each colour for the status. For the ‘Validation Rule’ I typed ‘Red’ Or ‘Orange’ Or ‘Blue’ this will inform the user that they can only enter these words. If they enter the wrong code, they will be notified that they have entered the wrong information and will give them a list of what they can enter; this was included in the ‘Validation Text’. I changed the field size to 10 because the maximum amount of letters that will be in the code is 6 so it makes it easier for the user.
The next field name was ‘Threat’ again, the Dida Wildcare website included the codes for this field so we had to use ‘Lookup Wizard.’ I clicked on the option ‘ I will type in the values that I want’ as it will allow me to enter the information I want to include. In the column section, I then added the codes, C,L,H,P to the section so that the user will know what they will be able to type in. I typed the codes onto the validation rule; ‘C’ Or ‘L’ Or ‘H’ Or ‘P’ so that the user will only be able to enter these codes; again, the user will be informed in case they enter the wrong information, then they will be given a list of the information they can enter; this was included in the ‘Validation Text’.
The penultimate Field Name we had to add was ‘Weblink’ there was no validation rule or text to change so we had to leave it. The final Field name that we had to fix was ‘Adoption Cost’. The ‘Data Type’/Format was currency as it would be the price of something so we had to change the ‘Decimal Places’ to an appropriate number; I chose 2 because the price of the adoption cost didn’t go to 3 decimal places.
Importing the data To import the data, we had to save a text file that contained the information (text file) that was on the Dida Wildcare website. On the database, I went on the ‘External Data’ section and clicked on ‘Text File’; this allowed me to browse and select the file that I wanted to include/import in the database. After I finished selecting the file, I clicked on the option ‘Append a copy of the records to the table’ because it will transfer the file to the database. I then pressed ‘Ok’ and ‘Finish’ and ended up with a full database with all the information I needed to include. We had to make sure that we had a total of 173 records on the database to ensure that all the information had been imported.
In today’s lesson, we had to make a data entry form; this allows us to enter new records onto the database. To create the data entry form, I went on ‘Create’ and then ‘Form’ as this will allow me to add the three new species we had to include. I then went on ‘Design View’ so that I can change the form and add command buttons. When we add the 3 new species onto the database, we will be able to include the status, threat and price of the species. In the ‘Design View’ of the database, I added a suitable title and an image of the ‘WildCare Trust’ logo; I then put the image in my sources table.
We had to create a command button so that we would be able to add the 3 new records to the database. To do this, I went on ‘Design’ and then the rectangular icon with 4 x’s in the middle; this is so that when I add the 3 new records, I will be able to add, remove, edit and save the record onto the database. I started to create the button by clicking on the category ‘Record Navigation’ and the Action ‘Find Record’ which will make it easier for the user to navigate and find the record easily; I then clicked on the option ‘Text’ as this will allow me to write what will appear on the button. I then changed the name of the button to ‘Find Record’ so that the user will find the record with no trouble.
To create the next command button, I went through the same process but instead of using ‘Find Record’ I used ‘Next record’ so that the user will be able to find the next species on the database. On the command button wizard, I clicked on the option ‘Text’ so that I can change the name of the button instead of using a picture. I changed the name to ‘Next record’ so that the user will know what the button will be used for.
The next command button was ‘Previous record’; to create this, I went on the ‘Command Button Wizard’. For the ‘Record Navigation’ category, I clicked on ‘Go to Previous Record’ action and then ‘Text’ and I changed the name to ‘Previous Record’; this will make the button go straight to the previous record and will make it easier for the user to navigate their way round the database.
The next command button we had to create was ‘Add Record’; to do this I changed the category to ‘Record Operations’ and the Action as ‘Add new Record’ as this will allow me to add the 3 new records onto the database. Again, I clicked on the option ‘Text’ and changed the name to ‘Add Record’ as this will indicate the user that they will be able to add new records to the database.
The next command button I needed to add was ‘Delete Record’; this will allow me/ the user to delete any records/species that we don’t want. To do this, I went to the command button wizard and put the category to ‘Record Operations’. I then put the action to ‘Delete Record’ this will make the button delete the selected record on the database. I went on ‘Text’ and then changed the name to ‘Delete Record’ so that the user will easily know what the button is and it will easily delete the record.
The final command button I had to add was ‘Save Record’; to create this, I went to the command button wizard and I put the category to ‘Record Operations’ and the actions to ‘Save Record’ I then clicked ‘Text’ and changed the name to ‘Save Record’; this is used so that once you add a new record, you will be able to add it and then save it onto the database so that the records will be included in the database.
My data entry form ended up with all the 6 command buttons on the bottom. Before I started to add the 3 new records onto the database, I needed to create a key of the codes for the ‘Status’ and ‘Threat’; this will make it easier for the user to add the status of the species i.e. endangered and their threat i.e. climate change. To create the key, I used ‘Microsoft Word’ to create 2 tables; the code/key for the status and the code/key for the threat. I then used the snipping tool to crop the tables and after I saved them as an image; this is so that on the database, I can insert the image onto the data entry form so that the user will know the options they can add to the ‘Status’ and ‘Threat’
Before adding the 3 new records, I had to research different endangered species from the same group; I chose to use mammal. The first species I chose was the Bearded Saki, Monkey; I had to research the status of the mammal; it was endangered so I put the code ‘Orange’ that was on the key. I also had to identify the threat for that species; it was ‘H’ which indicated hunting and was on the website. To add it onto the database, I clicked on ‘Add Record’ and then ‘Save Record’; this will add and save the record onto the database.
The next record I added was the Black-Footed Ferret. Again it was from the mammal group as all 3 new records had to be from the same group. I then had to research its location, its adoption cost and the weblink. The status for this species was ‘Red’ which indicated that the Black-Footed Ferret was critically endangered. The threat of the species was ‘L’ which indicated loss of habitat. To add this record onto the database, I had to click ‘Add Record’ and then ‘Save Record’ which saved the new record onto the database.
The final record I decided to add was the Web Valley Wolves. Again it was from the same group, mammal and I had to research the location, adoption cost and the weblink of the species. The status of the species was ‘Blue’ which indicated ‘at risk’ and the threat was ‘L’ which indicated ‘loss of habitat’. Once I had finished completing all of the table, I clicked on ‘Add Record’ and then ‘Save Record’ which would save the record onto the database.
The final part was to make sure that the records were added onto the database. The first thing to check was to see if there is 176 records in the database because you started with 173 and then you added 3. the final part is to identify if the 3 records you have added were on the data base. As you can see, the 3 new records were added onto the database and I now have 176 records.
