Topic: Adding Colleague ODS tables to an Access database
To use the Colleague Operational Data Store (ODS), the Access database must have a link or copy of the
ODS table added to the database. This process presumes that the PC already has made a connection
from the Windows PC to the Colleague ODS (separate article)
The Access database that will use the table must be open. The new table is External Data that must be
processed by “Import & Link”. Choose the External Data tab. Click on the ODBC Database icon.
The window will offer two options.
Use the “Import” option if the data needs to be a snapshot that will remain unchanged over time. This
is useful for retaining data that will be compared over time.
Use the “Link” option when the table needs to be updated when the underlying data changes. This is
useful for pulling data for daily reports, and it is the most common choice.
Click OK to raise the next window.
Choose “Machine Data Source” as the data actually resides upon another machine.
Click on the Data Source Name to highlight it for selection . The name that matches the Colleague_ ODS
database is used for most situations.
A new window will open that lists all the tables that the login ID is authorized to view. Single click each
individual table of interest to highlight it for selection. Do not use “Select All” because the “sys” tables
are visible so that the system may use them for the underlying processes, but they do not contain data
that is used by Colleague. After all the desired tables are selected, click “OK” to bring the selected tables
into the Access database.
If the tables are linked, rather than imported, a new window will open for each table asking for unique
identifiers for each table. That step would limit the choice of fields for relating tables. To provide more
flexibility of relating tables, just click “OK” for each table without choosing any fields.
When the selected tables have been added to the Access database they should appear under “All Access
Objects” and be available for use.
The Linked Colleague ODS tables are read-only, which means the user does not have the permissions
needed to be able to change data in linked tables.
The imported tables are local copies and the user may change data as needed. This will not change the
data in the Colleague ODS or in Colleague.
The “indicator” to the left of the table name displays the type of table.
Imported tables have a “spreadsheet” looking icon.
Linked tables have a globe and arrow looking icon.