Linking to GLDSS Oracle Tables with MS Access 2000 Accessing

Linking to GLDSS Oracle Tables with MS Access 2000
Accessing data with the GLDSS Oracle tables for MS Access queries, reports and
forms is accomplished by linking to the Oracle tables. Information in these remote
tables cannot be updated from Access, but you may link to as many tables as you
wish. You only need to complete this process once per table per database. The
following example shows you how to create a link in Access.
1. Start Microsoft Access 2000. You can choose from the Start Menu Programs or
double-click the icon on your desktop.
2. To create a new, blank database (in which you will link to the GLDSS Oracle
tables for the data), select "Blank Access Database" and click "OK."
3. You will need to name your database (File name: option box) and indicate where
it will be saved (Save In: option box). The drive, database name and the folder
where you save it, will be at your discretion. In this example, the database will be
called "gldata" and saved in the "My Documents" folder on drive C:\.
4. Click the "Create" button as shown above and your new database will be created and
the "gldata" database window will open.
5. To access the external file containing the GLDSS tables in Oracle, create an
ODBC link. Click on the "New" button shown in the database window in 4.
above. A "New Table" window will open. Select "Link Table" and click "OK."
(You can also go to the menu bar and choose "File," "Get External Data," "Link
6. The "Link" window will open as shown below. In the Link Dialog Box, scroll
down the "Files of type:" box and select "ODBC databases()." Click on the
"Link" button.
7. Select the Machine Data Source tab and then select the DSN you created for
accessing the GLDSS tables, "dwprod," and click OK.
8. You will be prompted for your Oracle User Name and Password to connect to the
Oracle tables. Your Oracle User Name and Password should have been assigned
to you when you were granted access to GLDSS or any of the other FUS DSS
applications (such as Cashier DSS, Grant DSS or Cum Comp DSS). If you do not
have an Oracle User Name and Password and do not have security for GLDSS,
complete the GLDSS Request Form. Enter your User Name and Password at the
prompt, then click OK.
9. The ‘Link Tables’ dialog box appears, with a list of the tables that can be linked
in your database. Scroll down the list until you find the first table you need to
use. A single click will highlight your selection. If you make an incorrect
selection, unselect it by clicking on it again. Hold down the CTRL key to select
multiple tables that are not next one another.
GL.GL_MFK_SUMRY tables have been selected for this example. When finished
with your selections, click OK.
10. If a table you selected is not indexed, a window opens prompting you to Select a
Unique Record Identifier. Indexes are key elements that distinguish records from
each other. When prompted to choose a Unique Record Identifier, click the OK
button without making a selection. Oracle will default to the appropriate indexes
when a query is created.
11. With your newly created links, the database is now ready to be used for queries
and reports.
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