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ABCD Core Part 5

Profile Picture, Image and Document Management

Welcome to ABCD Part 5: Core. Total running time is 4 hours, 17 minutes.

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  • Lesson 1: Creating a Profile Picture, Select a File, Copy to a Server Folder, Rename, Office 16 File Dialog, SystemValue Table, GetSystemValue Function
  • Lesson 2: Document Management, Table, Form, Make Subform, Preview on Each Record, Select Code
  • Lesson 3: Change Layout, Open Other File Types, ShellExec (make 64 bit), Create Custom Thumbnails
  • Lesson 4: Bug Fix. Helper Data Popup Not Working in Subforms. Pass Control, Not Form/Field Name
  • Lesson 5: Conditional Format Expire Date, Expired=Red, Soon=Yellow, Main Doc Form, Expire Filter Combo
  • Lesson 6: Add Multiple Documents at Once, Delete File with Record, Open Doc Folder, Update Expire Date

Database Files


Possible Future Upgrades

  • Win API for Icon Image: it may be possible to get the icon that Windows uses and display that for each document instead of using our stock images.
  • Icon Thumbnails as Helper Data: if I can't get the Windows image, we can set up the icon list in the Helper data
  • Enhanced Search Features: if enough people want the Document form to have enhanced search features, like the EntityListF has (search text boxes, sort by clicking on the labels, etc.) then let me know and I'll add it to a future module. Comment below.

Learn More

I need to start making a proper outline page for the ABCD parts like the Developer lessons. I'm posting this here for the time being:

1. Profile Picture (50:49)
Select Profile Picture
Display on EntityF
MS Office 16 Object Library
FileDialog File Picker
File / Folder Exists
Filename From Path

2. Documents 1 (63:34)
Document Management
Table, Form, Make Subform
Preview on Each Record
Select File Code Updated Global

3. Documents 2 (48:09)
Change Layout
Open Other File Types
ShellExec (make 64 bit)
Create Custom Thumbnails

4. Bug Fix HelperF (11:55)
Helper Data Popup
Not Working in Subforms
Pass Control, Not Form/Field Name

5. Document 3 (31:22)
Conditional Format Expire Date
Expired = Red
Expiring Soon = Yellow
Main Document Form
Hide Entity on Subform
Expiration Filter Combo

6. Documents 4 (40:46)
Add Multiple Documents at Once
Delete File with Record
Open Doc Folder
Update Expire Date

Enroll Today!

Enroll now you can watch the videos, download the databases, ask questions, and make suggestions!


I am recording videos showing how the database is built, but mostly so that you can understand the construction and be better equipped to make any modifications or additions you may need on your own. This will be marketed as a finished database without the need for any enhancements, but, of course, one of the main reasons to use Access is so that you can make changes yourself. The videos will be a quick run-through of how each feature is built, as I'm building it. I will be using advanced features like SQL and VBA from the start, so you may want some SQL or VBA Developer Lessons under your belt if you're going to try to follow along. This is NOT a teaching database. Free Technical Support will NOT be offered.

Tech Support

There is NO free Technical Support provided on the ABCD if you have not taken ALL of my previous Developer lessons. There are a lot of very difficult, advanced programming concepts used in the construction of this database. I do not have the time to provide free support if you get stuck trying to make modifications. All I will do is point you to the appropriate Developer lesson(s) that cover the issue. There is a reason why (a) I say this is NOT a teaching database, and (b) there are pre-requisites. Feel free to ask questions, but I can't spend half an hour explaining concepts that are already covered in my other lessons.


Unlike my other courses and seminars which provide you with royalty-free databases that you can modify and distribute yourself, the ABCD does NOT come with a royalty-free license. You may only customize the database for your business needs and for use within your organization. You may not resell or distribute it to others without express written permission. In addition, if you are using it in an organization with more than 10 users, you must purchase additional licenses. Contact me for additional information. I will post additional details when the Core database is completed.


There are two purchase options available for the ABCD.

  • You can purchase a fully editable and customizable copy of the database in addition to the video tutorials that show how it was built. This is the option you should pick if you want to make changes to the database for your own business needs, and you want to learn how the database was constructed to assist you. As a reminder, these are not teaching videos. They are simply provided to show you how the database was built. Free support is not guaranteed if you have questions. I do my best to answer questions, but I can't promise anything. You must purchase any pre-requisite parts or modules required. For example, you may not purchase Core Part 4 without first having parts 1 thru 3.
  • Once the Core is finished, you can optionally purchase a use-only version of the database. This is the best option if you only plan on using the database for your personal or business needs, but do not intend on modifying the structure of the database. Free instructional videos will be provided to teach your staff how to use it.

Your Feedback

I will be releasing new Core features and modules on a regular basis. You can see the list of features that are scheduled for development on the Coming Soon page. I would very much like your feedback on what features you think should be available. If you have a specific interest for your business type, let me know. 


ABCD Upload Images   Link 
Juan C Rivera 
4 months ago
Hi Richard as always I find so many things that just leave me in AWWWWWWW!
I especially like the subform where you used to automatically insert required for all in the type field.  Now I know the ABCD is not a teaching video but I like to ask if you can do a tech tip on how to do this.  This is not a real project but self inflicted as I like to some day use this.  I like to see this broken down as you have the gift to show an explain things in a way that so few can.  And a tech help video will be much more efficient for me if I can just review that and not look at all the videos in the ABCD set looking for this one section.   Read More...
Richard Rost
3 months ago
Refresh my memory... what exactly do you want me to show in more detail? I do so much in these videos, it's hard to keep track.
Juan C Rivera
3 months ago
Think this may help ABCD-MiscTab gray color Add New entity.  I try to do this on its own on a form with new person added and if the Title is Eng, this populates for required training lets say Autocad, MS Project.  Ang if Title Facilities Manager it will populate with diffrent requuired training.  I got the fields done for when started set to NOW(), and date comp.  Or this maybe New Client to purchase a computer.  Depending on what the computer is for Games, vs just checking email diffrent components will get auto poulated in to the sub form for building the end product.  just thinking about this has me thinking of the manyways it can be used.  When I saw this I was thinking of a movie line "Where does he get all his wonderful toys"
As always thank you for every tech help, every developer class, I take something away that has helped me step my game up.

Oh snaps! I look up in the internet Romulan Ale. Can you belive a company really makes it?

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Expiring soon Upload Images   Link 
Michelle Maughan 
7 months ago
Hi Richard. Is anyone having the same problem I am.
In the ExpireDateCombo, everything works except the Expiring Soon. The weird thing is it was working one day and not the next. I have even copied and pasted the code from the download file. Any ideas?
Alex Hedley
7 months ago
Does it work in the sample db?
Richard Rost
7 months ago
I'll try to look at it ASAP.
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Background Music Upload Images   Link 
Chris Bezant 
8 months ago
Hello Rick
Most YouTubes I watch are to learn stuff. The last thing I want is music that obscures what is being said.
If a video starts with loud beaty music I close it immediately because I know I am not going to learn from it. Read More...
Richard Rost
8 months ago
Yeah, that's how I feel. I don't need a cool soundtrack and super expensive production quality. Just show me the material and if you can keep me mildly entertained that's a bonus - which is how I try to make my lessons. :)
Pete Santiago
8 months ago
Absolutely! That is what lead me to you from the get go :)
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DocumentF DocumentType Upload Images   Link 
Pete Santiago 
8 months ago
Hey Richard, I don't know if someone already said something, but in DocumentF - DocumentTypeCombo - Double click event is still EmailTypeCombo in VBA.  I know the code works, of course :), because you changed the HelperType. I just know how you like your codes to look good. :) Thanks again for what you do!
Pete Santiago
8 months ago
Please disregard last message.  I'm watching videos again, but with pain meds in me...neck surgery....I apologize... I just watched the part where you tried to use it and it didn't work sna you fixed..I'nve been a day late and dollar shrt this past week..
Richard Rost
8 months ago
Hey, no problem. I get it. I sustained an injury myself about a year ago that gives me real bad migraines. No worries!
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ABCD Entity Folder Upload Images   Link 
Pete Santiago 
8 months ago
I'm having to step away and get help!  As you can tell, I'm only in the Expert Levels, and having a MIGRAINE trying to remember what I learned and I'm getting mixed up.  I've tried to concatenate the EntityIDFolder, meaning instead of making an EntityIDFolder say "10", it will make a folder named "10 - Customer Name". I've tried putting in EntityFolder = EntityFolder & "\" & EntityID & "-" & [FirstName] & " " & [LastName]. I also tried putting in double "" where I thought I might need them, but I get is 10 - [FirstName] or 10 - FirstName.
Richard Rost
8 months ago
What is the EXACT code you're using?
Pete Santiago
8 months ago
Located in GlobalMod

    DataFolder = EntityDBFolder & "\Data"
    EntityFolder = DataFolder & "\Entity"
  * EntityIDFolder = EntityFolder & "\" & EntityID & "-" ""[FirstName]"" & " " & ""[LastName]""""
    DocumentFolder = EntityIDFolder & "\Documents"

I'm probably forgetting a " or wrong all together.
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ABCD Addresses Upload Images   Link 
David Pierce 
8 months ago
If it were me i would change the addressee1 and addressee2 to something like Attn to: and Dept: and put a box around them both with an optional lable over it. I figured it out but was initally confusing.... and i have yet to go through videos but did down load them today so will watch them at work this week. Love what you are doing
Richard Rost
8 months ago
Yeah, one of the things I'm going to do when I'm finished with the Core is to make training videos FOR END USERS to teach them how to use the database. There will be links on each of the forms the users can click on to be taken to online help (with a video) for that form too.
Add a Reply
ABCD Entities Upload Images   Link 
David Pierce 
8 months ago
Hi Richard,
I have downloaded the lesson files so i can watch them over the next week in my downtime at work. I have opened up the db and first impression is i am inspired. It is looking very good, you have created some really inspeiring work. One thing i did notice is i deal with collecting data on companies and their contacts (employees) that work for us. Read More...
Richard Rost
8 months ago
Well, you could just name them different. "XYZ Corp (Chicago)" and "XYZ Corp (New York)".

Another option would be to use the Misc Data tab and create a "Location" entry.
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Purchasing Future Courses Upload Images   Link 
Brent Rinehart 
8 months ago
Good Evening Richard I wanted to know as this database develops and more modules get released, my understanding is that we would build the core database and then their would be modules that we could choose to add if needed. I have purchased 1-4 already and I have lots to still do with those, but I have no need for documents or images in my databases, this just bloats the database or requires more storage space in my opinion, I am definitely looking for other modules that are coming, but the way you are describing is that you must purchase in order and get all of them to get the next one is this true? My other concern is that if you don't purchase the previous one you don't get the bug fixes that are fixed from the previous versions. Could you explain more how the rest of this database will develop so I can determine the best route for myself to take?
Richard Rost
8 months ago
Hi Brent. I understand your concern. I'm doing my best to try to include features in the Core of the database that will benefit the most people. I felt that including a customer profile picture and the ability to track and manage documents would benefit a majority of the people using the database, so I included it. It's sometimes tough deciding what to include and what not to, but in this case I decided to include it. And NO this won't bloat your database at all. The documents/images are NOT stored in the database. We create a folder to move the documents to and only the filenames are stored in the database. I'm not a barbarian! LOL. Yes, unfortunately, you will have to purchase the Core database files in order if you want to benefit from the next one. The modules will be completely separate and won't have to be purchased in any order.
Richard Rost
8 months ago
I updated the Features Coming Soon page to include what I feel should be included in the rest of the Core database:

Contact Management
Basic Order Entry
Basic Task Manager
Splitting the Database

After that, everything else like the letter writer, bulk email, etc. will be add-on modules that you can choose to purchase or not.
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ABCD Part 5 NEW Lessons Upload Images   Link 
Richard Rost 
8 months ago
Just posted 2 more hours of ABCD lessons on the Document Management section. Enjoy!
Richard Rost
8 months ago
Lesson 4 posted. Fixed the bug in the HelperF popup. It wasn't working if the calling field was in a subform. Now we pass a Control reference instead of the name of the form/field.
Richard Rost
8 months ago
Lesson 5 posted. Conditional Format Expire Date, Expired=Red, Soon=Yellow, Main Doc Form, Expire Filter Combo
Add a Reply
ABCD Part 5 Lesson 1 Upload Images   Link 
Richard Rost 
8 months ago
Finished another one today. This lesson adds a profile picture to the Entity Form. Browse. Pick file. Saves to server folder.
Michelle Maughan
8 months ago
Hi Richard
I have followed your lessons but added an extra tab in the Tab section called license, which has license, passport, etc, information I want to display a picture in the license form of the different items and show that item when the Type has the focus. Will the document storage have anything like this?
Richard Rost
8 months ago
It's going to have a continuous form showing multiple items, yep.
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Keywords: access ABCD 05 part 05 core document management ms office 16 object library select profile picture filedialog file picker file exists folder exists filename from path select file helper data   PermaLink