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Don't Delete Data
By Richard Rost   Richard Rost on Facebook Richard Rost on Twitter Richard Rost on LinkedIn Email Richard Rost   18 days ago

Don't Delete! Marking Records Inactive.


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In this Microsoft Access tutorial, I will teach you when you should and should NOT delete data from your Access databases. We will "soft" delete customer records by marking them "inactive." We'll prevent users from deleting them by setting the Allow Deletions property to NO. I'll show you how to open your customer form to show either Active or Inactive customers. You'll learn how to create a list of only Active customers to select from in a combo box to add a new contact.

Ben from Jamestown PA (a Silver Member) asks: I've got a lot of customers in my database that I know will no longer be buying from me. Some have retired. Some are deceased. I need to keep their records in my table for accounting purposes, but I don't want them cluttering up my reports and combo boxes. How can I remove them without deleting them? Same thing goes with discontinued products.

BONUS FOR CHANNEL MEMBERS:
Silver Members and up get access to an EXTENDED CUT of this video which covers additional examples. That video will show you how to Archive data to a different table after a customer is marked inactive for 30 days. We will create a Contact Archive table, move the information to that table using an append and delete query, and then create a Union query to see how to put it back together again into one set of data, if we need to.

MEMBERS ONLY VIDEO: 
https://youtu.be/CZnVcSrjfKw

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LINKS TO TOPICS MENTIONED:
Splitting Your Database: https://599cd.com/split
Relationships: https://599cd.com/relationships
Relational Combo Box: https://599cd.com/RelationalCombo
Concatenation: https://599cd.com/concat
Union Query Expert 16: https://599cd.com/acx16
Cascade Deletes: https://599cd.com/cascade
Append Query: https://599cd.com/append
Union Query: https://599cd.com/union

ADDITIONAL RESOURCES:
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FREE Customer Template Database: https://599cd.com/XCDT
$1 Access Level 2: https://599cd.com/1Dollar
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https://en.wikipedia.org/wiki/Microsoft_Access
https://products.office.com/en-us/access
https://microsoft.com/en-us/microsoft-365/blog/access/
Email Me: amicron@gmail.com

KEYWORDS:
microsoft access, ms access, #msaccess, #microsoftaccess, should we delete data, flag as not in use, mark inactive, mark as deleted, archive data, soft delete, hard delete, discontinued, terminated, delete best practices

QUESTIONS:
Please feel free to post your questions or comments below. Thanks.
 

Filter Combo Link 
Michelle Seidelin     
8 days ago
Hello Richard I have added our field to my product table called discontinued when I run the query it will only show the active ones but when I used the combo's it still shows the item which I have marked discontinued what have I done wrong Michelle
Michelle Seidelin    
8 days ago
Richard just in case I did not make it clear I am running the database as built to level 22 where it is getting the information for the combo's through the product list but does not add it directly and tall you hit the add button just thinking if this was being fed by a query with ProductT in the query with discontinued showing as no so if I change the source of the combo to this query then the product does not show is this the right way to go about it

Michelle
Alex Hedley   
7 days ago
If you create a query, then add a field later that you want to use to filter that data youd need to update the combo source, so add that discontinued field into your WHERE clause.
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Keywords: TechHelp Access dont delete should we delete data, flag as not in use, mark inactive, mark as deleted, archive data, soft delete, hard delete, discontinued, terminated, delete best practices  PermaLink