Video rental Database Practice Project Exercise one

A system for lending videos by relating lists of videos and members. Using tables, setting validation, avoiding data duplication, relationships, forms and sub forms.

Video rental example database Exercise 1

In this exercise you will create a relational database that models the rental of videos. You will also learn how to use data validation, create lookups, set data types and other field properties, produce queries and create forms. The main principle seen here is that as little data as possible is duplicated in more than one table. All the members are listed in the members table; all videos are listed in a videos table. Loans are recorded in a separate table that brings together videos and members. This strategy for reducing duplicate information has a number of advantages: Less computer storage and processing resources taken up by the database Easier to update member or video information More accurate and less prone to errors occurring 1. Create a new database called VIDEOSHOP1

Creating the tables to store the information

2. Now create a new table in design view with the field names and data types as shown in the diagram. 3. Set MemberID to be a primary key 4. Save the table as tblMembers

5. Make another table as shown 6. Set VideoID to be a primary key. 7. Save the table as tblVideos.

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8. Now create a final table which store all the information about which members have which videos. It will have the following fields. 9. Set LoanID to be the primary key 10. Save this table as tblLoans

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Setting field length, validation rules and other field properties
All of the strategies that follow are methods of data validation that make accurate data entry easier and help to reduce errors. You might notice that more than one method can been used on the same field in conjunction. Data types You have already used some basic validation by setting data type restricting the type of data entered into each field (for example text cannot be entered into a number field). Setting data Table Field Field length types reduces the likelihood of tblMembers Title 4 entry of invalid data FName 25 LName 25 Field length Address1 25 In order to reduce errors and Address2 25 save space in your database set Address3 25 the field length of text fields to PostCode 8 a reasonable length. Default is ContactPhone 11 50. Sex 1 For example tblVideos Title 25 The members Title field need Category 20 not be longer than 4 characters Certificate 2 Refer to the table to set the best field lengths: Setting field length reduces the likelihood of entry of extreme data Validation rules A validation rule further restricts the range of data that can be entered reducing the likelihood of errors. In tblMembers: in the properties box for the Title field set the validation rule to = Mr Or Miss Or Mrs Or Ms. In the properties for the Sex field type = M Or F. Enter helpful validation text that will display if the user makes an error. Validation rules reduce the chance of entry of extreme data (data outside of acceptable range) It is important that members date of birth is checked and validated Page 4 of 12

Video rental example database Exercise 1

so that it is sensible. This will enable age to be accurately calculated and checked against the certificate of the video that they want. Simple lookups Access lets you use two different methods for creating lookups. In this simple method you follow the wizard and type in a list. This method is more difficult to edit later that the other method which will use later so make sure that you get it right first time around.

1. Choose Lookup Wizard from the drop down list in the Data Type field 2. Choose the option I will type the values that I want

3. Follow the wizard and create a lookup for Mr, Mrs, Miss and Ms

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4. Create a lookup for categories of films in the videos table

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Input masks vary greatly in their format and can be used to set the format of data. In our example we will use input masks to ensure that first names and titles are always text and always capitalised followed by lower case.

Using input masks reduces the likelihood of entry of erroneous data Extension task: You can easily look up other input masks in Access help and apply them to other fields as appropriate

Default values Where data is often repeated then a default value can be set. Default values are very useful when you always want to record the exact time that a record was created. Set the default value for the Date field in tblLoans to Now(). This will now automatically record the data and time of each loan transaction.

Before you proceed further enter some dummy data into the videos and members tables this will make your work

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easier. Or you can import the data from the spreadsheet files provided with this resource

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Creating the lookups and relationships
Please note While it is possible to create and edit relationships directly in the relationships window; this method uses the lookup wizard to create the relationship.

1. Open the loans table in design view and select the lookup wizard from for the videoID field

2. Choose the option I want the lookup column to look up values in a table or query. 3. Click Next and select the videos table

4. Carry over all the fields except rental

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5. Ensure that the Hide key column check box is ticked and click Next

6. Complete the wizard

7. Repeat this process for memberID in the loans table selecting LName, FName and DoB in that order when completing the lookup from the members table.

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Video rental example database Exercise 1

Creating lookups and relationships
1. Since the loans table will act as a link between the members and videos tables there must be a common key in each table that provides the basis for the link. This is known as a primary key foreign key relationship. This design feature of the database will allow individual videos, which only appear once in the videos table, to appear many times in the loans table and members, who also only appear once in the members table, to appear many times in the loans table as they borrow many videos. 2. In order to make a link between tables MemberID and VideoID must be the same data type in all of the tables in which they appear. In this case autonumber and number are seen as the same data type 3. The MemberID and VideoID in the loans table, tblLoans are known as Foreign Keys because the values in them will exist in primary keys in another table. 4. Once you have completed the lookup wizard for memberID and VideoID you should be able to view the relations that you have created in the relationships window. 5. Close all tables and click the relationships button on the toolbar

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Relationships

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Editing relationships
In order to create a true primary key foreign key relationship you must ensure that only values that are present in the primary key of one table are allowed in the corresponding foreign key in the related table. This is achieved using a one-tomany relationship (shown by a 1 and an infinity symbol) and can be achieved by editing the relationships created by the lookup process 1. In the relationships window double click the relationship between the members and loans tables. This will evoke the Edit Relationships dialogue

2. Tick all three check boxes and press OK 3. Repeat this process with the link between the loans and videos tables and ticking the check boxes. 4. If the relationships match the diagram below then close and save.

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Video rental example database Exercise 1

1. Create a columnar layout form based on tblMembers using the form wizard. Include all the fields. You should have a form similar to the one shown. 2. Save the form as subfrmMembers. 3. Repeat this process to make a sub form of the videos table. 4. Save the form as subfrmVideos. Because the sub forms will be used just to view data - you should remove all the navigation from the forms and lock the data entry fields 1. Open the form in design view

2. Right click the black square in the top left hand corner 3. In the format tab; set Scroll Bars to Neither, Record Selectors,
Navigation Buttons and Dividing Lines to No

4. Close the Form properties dialogue and save the form

5. Still in design view, select all the data entry fields 6. Right click to get the properties of the fields 7. In the data tab; set Enabled to No and Locked to Yes

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Note how the appearance of the sub form has now changed. Repeat for subfrmVideos

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Creating the transaction form
1. Using the form wizard create a form based on tblLoans. 2. Call it frmLoans Toolbox button Sub forms button

4. You will need to use the toolbox. If it is not there press the toolbox button on the toolbar. 1. Press the subform button and draw an outline on the screen (the exact size is not important as it will resize to the size of the form). 2. In the wizard, make sure that you select existing forms selected and select subfrmMembers then press next

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1. If you have properly named the linking fields (in this case memberID) then Access will assume that this is where you want to make the link and you will see this dialogue:

1. 1. Otherwise select the define my own and, using the pull down lists, select the MemberID from both the form column and the subform column shown.

2. Now select next and finish. 3. Repeat this subform procedure to insert a subform for the video details except this time create the link using the videoID field. Page 19 of 12

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4. Save the form and view it in datasheet view.

5. Use the drop down buttons to select an existing video and existing member. Notice how the full details for each item you have chosen pop up in the sub forms

6. to create a new record click to the new button at the bottom of the form

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