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Access Services in SharePoint 2010 - All You Need to Know
1. Access Services in SharePoint 2010
All You Need to Know
Nik Patel
SharePoint Solutions Architect, Slalom Consulting
1 Slalom Confidential
2. Session Focus and Goals
• Let’s Ask yourself - Are you in the right session?
• This Session is about Access Services 2010, Not Access Databases (Kind of)
• Focus on IT Administrators and Business Analysts
• Mixture of 100 and 200 level contents
• Balanced view of the Product – Highlight the Limitations
• Lots of Demos
• Identify Best Practices
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3. About Me – Speaker Bio
• Nik Patel
• Solutions Architect, Slalom Consulting
• MCTS in SharePoint 2007
• M.S. in Computer Science, IIT, Chicago
• Working with SharePoint 2010 since Summer
2009 with heavy focus on OOB functionalities
• Contact Info
• Twitter - @nikxpatel
• Email – nikunjp@slalom.com
• LinkedIn - linkedin.com/in/nikspatel
• Blog – Nik Patel’s SharePoint World -
http://nikspatel.wordpress.com/
• Slalom Twitter: @slalom, @racetowin
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4. About You – Quick Survey
Access Services 2010
Access Database Usage
Familiarity
How many of you have Access How many of you know Access
Databases in your organizations? Services 2010?
How many of them are not IT How many of you are using Access
Services 2010 in your organization
managed?
at this moment?
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5. Session Agenda
Microsoft Access – Benefits and Challenges
Access Services– Benefits, Architectural Details, and Limitations
Access Services Configuration on SharePoint Farm – Step by Step
Typical ways to integrate Access DBs in SharePoint 2010
Access Services Performance Tuning and Maintenance
Migration Considerations – Access Databases to Access Services
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6. Microsoft Access - Benefits and Challenges
Benefits – Why we love it?
• End-user Empowerment - Empowers end-users to develop business Microsoft Access
applications quickly at low cost without IT resources Benefits and Challenges
• Data Mash up tool – Gather data from multiple sources ranging from
Spreadsheets, SharePoint, Web Services, or ODBC (SQL, Oracle)
Introducing
• Underground Apps - Easy to build non-customer facing, short-term, low- Access Services
cost, low-risk, and low-profile Data-Centric Applications
Challenges – Why its notorious? Access Services
Configuration
• No Centralization - No true centralized storage or centralized access
• Multiple copies of applications on user’s desktops
• Mismatched Data on user’s desktops Access Services
Deployment
• Lost Applications due to Hard drive Crash
• IT’s biggest headache - Managing Access applications
Access Services
Management
In Essence, we can’t live without Access Databases or live with
Access Databases. Is there any better solution?
Migration
Considerations
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7. Introducing Access Services 2010
Game Changer in Access Space
• New feature to host the entire Access databases within Microsoft Access
SharePoint 2010 Benefits and Challenges
• Available only in the SharePoint 2010 Enterprise Edition Introducing
Access Services
• Technical/Business Benefits -
• Balance between business agility and IT manageability
• No Install Solution - Web based Access Access Services
Configuration
• Improved Collaboration – Create and Share web based team databases.
• Centralized Data Storage – Single truth of the Application Logic and Data
• Centralized IT management – Improved Reliability, Scalability, and Access Services
Deployment
Manageability
• Access Applications Standardization using Templates – IT can
configure/support services, start building out the web database standards, Access Services
and let end-users manage it Management
• Improved Backup/Restore Process - Access databases becomes part of
the SharePoint Backup and Restore Process.
Migration
Considerations
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8. Access Services – High Level Architecture
SharePoint Browser Interface Access Database Client Client
Forms Datasheets Reports Server
ASPX Pages and Project JS ASPX Pages and
Data Form Web object RDL Viewer
Part
Access Services Service
Query Processor ADO. Net
Data table
Data Access Layer Cache
Expressions Data and Column Validation
Work Flows
Referential Integrity – Lookup Columns Actions
SharePoint Lists
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9. Access Services 2010 – Architectural Details
• Access Service is a middle-tier service
• Handles the query processor and data access layer.
• Manages communication between Access Web Application and Microsoft Access
Benefits and Challenges
SharePoint Content Databases.
• Uses the SharePoint 2010 Platform Improvements for Lists
• List Relationships (Restrict Insert, Cascade Delete) Introducing
• Unique Column Constraints Access Services
• Data Level Validation
• Improves Performance/Scalability Access Services
• Allows large record sets (100K) in the SharePoint List using ADO.NET Configuration
caching layer.
• Allows Paging, Filtering, Sorting, On-demand Data Retrievals against
Caching Engine. Access Services
Deployment
• Improved Concurrency Conflicts
• Locks the database at the object level, instead of database file level
resulting in fewer conflicts Access Services
Management
• Security and Administrative Control
• User Access management based on the SharePoint Security
Migration
Considerations
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10. Access Services 2010 – Limitations
• Advanced SharePoint Features
• Site Content Type, Metadata/Taxonomy, BCS are not supported Microsoft Access
Benefits and Challenges
• Advanced Access Features
• Linked Objects (Linked Tables, Linked SharePoint Lists, or BCS Links) and
VBA/Modules are not supported
Introducing
• Branding and Color Scheme Access Services
• Access Services Application adopts look and feel from the Access Client.
• Can’t be configured to inherit the master page branding or color scheme
from the parent site collection/web application. Access Services
Configuration
• No Site Settings Menu
• No Site Actions menu available in Access Services Web Site.
• No SharePoint Designer Support Access Services
Deployment
• SharePoint Designer can’t open the Access Services Site.
Access Services
Management
Migration
Considerations
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11. Access Services Configuration on Farm – Step by Step
• Verify that SharePoint 2010 Enterprise CAL is Installed
Microsoft Access
• Make sure Service Infrastructure is enabled Benefits and Challenges
• Manage Services on Server – Access Database Service is started
• Manage Services Applications – Access Services Service Application –
Review the Settings, No need to change any performance tuning settings Introducing
• Manage Web Applications – Make sure given web application is associated Access Services
with the Access Service
• Make sure all the features are activated (By Default they are)
• Central Admin -> System Settings -> Manage Farm Features -> Access Access Services
Services Farm Feature Configuration
• Central Admin -> Manage Web Applications -> Select Web Application
hosting the Access Services Site -> Manage Web Application Features ->
SharePoint Server Enterprise Web application features Access Services
Deployment
• Site Collection -> Site Settings -> SharePoint Server Enterprise Site
Collection features
• Site Collection -> Site Settings -> SharePoint Server Enterprise Site
features Access Services
Management
• To the Access Reports on the web, Access Services requires
• SSRS Add-in for SQL Server 2008 R2 (It doesn’t require SQL 2008 R2)
• Enable Session State Service – http://geekdeck.com/sharepoint-2010-this- Migration
report-failed-to-load-because-session-state-is-not-turned-on/ Considerations
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13. Access Database Deployment to Access Services 2010
Method I - Access Services “Publishing” Model from the Microsoft Access
• Publish Web Legal Access Database as a Access Services Web Microsoft Access
Benefits and Challenges
Application on the SharePoint Environment.
• Data Must be Compatible with the SharePoint List Schema
• Step by Step Deployment Process Introducing
• From the Backstage -> Publish to Access Services. Access Services
• Publishing process creates a new SharePoint Site at the specified Path.
Access Services
Configuration
Access Services
Deployment
Access Services
Management
Migration
Considerations
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15. Access Database Deployment to Access Services 2010
Access Databases to Access Services Transformation
Access Database Access Services Microsoft Access
Benefits and Challenges
ACCDB SharePoint Site
Access Tables and Data SharePoint Lists
Introducing
Access Queries CAML Entries in the System Tables Access Services
Access Forms ASPX Pages using the Data Form Web Parts
stored in SharePoint Document Libraries Access Services
Configuration
UI Macros JavaScript Attached to SharePoint ASPX Pages
Design Themes CSS Style Sheets
Access Services
Access Reports RDL files as Report Definitions and ASPX pages Deployment
for the Reports (Requires SSRS 2008 R2 Add-in
for the SharePoint 2010)
Access Services
Data Macros SharePoint Workflow Actions Management
Linked Tables, Linked SharePoint It stored in the Access Services but accessible
Lists, BCS Links, VBA Code only from the Access 2010 client
Migration
Library Considerations
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16. Access Database Deployment to Access Services 2010
Method II – Deploy Access Database as a SharePoint Site Template
• Use this approach to standardize the Access Services Web Database
templates to create more than one sites based on same template. Microsoft Access
Benefits and Challenges
• Step by Step Deployment Process
• Save the Access Database as a Template from the Backstage in Accdt format. Introducing
• Browse the SharePoint Site Collection’s Solutions Gallery and Access Services
upload/Activate Accdt file in the SharePoint solution gallery.
• Visit the New Site Creation Section and Create a new Access Services site
based on the custom Accdt web template database. Access Services
Configuration
Access Services
Deployment
Access Services
Management
Migration
Considerations
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18. Access Services 2010 Web Sites
Maintenance Considerations
Microsoft Access
• Access Services runtime environment is both browser and client Benefits and Challenges
but design environment is only Microsoft Access client.
• Maintaining Access Services Sites Introducing
Access Services
• From the Options Menu, Click on the “Open In Access” to download the
“Connected Microsoft Access” database for design modifications.
• Data Changes – Any data changes on the client syncs to the web in real Access Services
time. Configuration
• Design Changes - Any client changes of the Table Schemas, Forms,
Macros, Queries, reports doesn’t sync to web real-time. Use Access
Service Sync Model “Sync All” from the backstage to sync interface Access Services
Deployment
changes.
Access Services
Management
Migration
Considerations
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19. What if you have only SharePoint Foundation 2010?
• SharePoint Foundation 2010 doesn’t have Access Services 2010 but it
has SharePoint Lists and Document Libraries
• Transfer Data as Linked SharePoint Lists - Centrally Managed Data Microsoft Access
Benefits and Challenges
• Store Access DB in the SharePoint Document Library - Centrally Deployed
Interface
• Step by Step Deployment Process Introducing
• From the Access Client DB, visit the Database Tools Tab and Export the Access Services
Access Tables to the SharePoint Site as a Lists using “SharePoint” ribbon
button
Access Services
• Upload the Access DB to the SharePoint Document Library. Configuration
Access Services
Deployment
Access Services
Management
Migration
Considerations
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20. Access Databases in SharePoint Foundation 2010
Maintenance Considerations
Microsoft Access
• Access Services runtime and design environment is only Microsoft Benefits and Challenges
Access client.
• Maintaining Access Databases in SharePoint Foundation Introducing
Access Services
• Data Changes - Use the SharePoint lists from the browser or Open the
database read-only from the SharePoint, you can change data in
the linked tables from the Access Client.
Access Services
• Design Schema Changes - To make design changes, download the copy Configuration
of the database to the hard drive, make changes, and upload it back to
the document library replacing the previous version of the database.
• Concurrency - Lock is Per Database. When multiple users are making Access Services
Deployment
design changes simultaneously, last person who upload the changes
back to the SharePoint overwrite the other user changes.
• Best Practices - Make sure versioning and check out is required to avoid
Access Services
concurrent changes while making design changes. Management
Migration
Considerations
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22. What if you don’t have Compatible Data?
• You can’t use the Access Services 2010 or SharePoint Foundation
Methods showed earlier if you don’t have SharePoint Compatible
Microsoft Access
Data. Benefits and Challenges
• Preferred Approach – Make the Access Data Compatible to
SharePoint Introducing
• See the Migration Considerations later. Access Services
• Interim/Compromised Approach - Use the Hybrid Approach
• Meets most real world scenarios Access Services
Configuration
• Migrate Data to the Linked Tables - Move any of the Incompatible
Access Data to the SQL Server or another access db (from the database
tools tab -> SQL Server or Access).
• Update UI Objects - Update Existing Reports, Forms, and Queries to Access Services
Deployment
reference Linked Tables
• Publish Access Database to Access Services - Access the Web Objects
from the Browser and Client Objects from the Access Client.
• Fix and Migrate Data Gradually - To migrate the external data in the Access Services
Management
SharePoint lists, import the previously incompatible data stored in
linked tables as local tables into the Access DB, fix the Data and UI
browser compatibility issues, and republish it to the Access Web
Services. Migration
Considerations
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23. Access Services Performance Tuning
• Use Access Services Service Application - From the Central Admin -> Manage
Service Applications to Manage Access Services Settings
• Major Settings - Max columns/rows per query, Max sources per query, Max Microsoft Access
Benefits and Challenges
calculated columns per query, Max order clauses per query, Max records per table in
the join, Max sessions per users etc.
• Best Practices - Do not change this settings unless you really need to. Introducing
Access Services
Access Services
Configuration
Access Services
Deployment
Access Services
Management
Migration
Considerations
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24. Recap - Typical ways to integrate Access DBs in SharePoint 2010
Good Solution – Better Solution – Access Hybrid Interim Solution –
Document Library and Services Access Services with
SharePoint Lists (Long-Term Solution) Complex Data and UI Microsoft Access
Benefits and Challenges
Technology Basic Integration in the Advanced Solution in the Advanced Solution in the
SharePoint Foundation SharePoint 2010 Enterprise SharePoint 2010 Enterprise
2010 Edition to host Access databases Edition to host Access
databases Introducing
Access Services
Data and UI Requires data must be Requires Data must be Mixed Compatibility
Compatibility compatible with the compatible with the SharePoint
SharePoint. and UI must be compatible for
Browser Access
Access Services
Data Storage Data is stored in Data is stored in SharePoint Lists Data is stored in combination Configuration
SharePoint Linked Lists of SharePoint Lists and Linked
Tables
UI Components UI is stored in Access Browser Compatible UI UI components are stored in Access Services
Storage Database hosted in the components are stored as Access Client and Access Deployment
Document Library Access Services Web Site. Services Web Site.
Browser Access Data is accessible from Both Data and UI are accessible Variable Browser Access –
browser but requires from the browser Only Web Objects are Access Services
Access Client for UI available over web Management
Access Client YES - Requires Access No - Doesn’t Require Access YES – Mixed Environment
Requirements 2010 Client software must 2010 Client software on the
exists on the end-users end-users machine except
machine. Designers. Migration
Considerations
Concurrency Low Concurrency High Concurrency Variable Concurrency
- Lock is per database - Lock is per object
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25. Migration Considerations (Slide 1 of 4)
Migrating Access 2007 Databases to the Access Services 2010
Microsoft Access
Benefits and Challenges
Introducing
Access Services
Access Services
Configuration
Access Services
Deployment
Access Services
Management
Migration
Considerations
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26. Migration Considerations (Slide 2 of 4)
Migrating Access 2007 Databases to the Access Services 2010
• Step 1 - Rationalization Process – Analyze Access Databases in the Microsoft Access
Benefits and Challenges
Organization
• Use the OMPM (Office Migration Planning Manager)
Introducing
• OMPM tool analyzes the Access databases and generates in-depth Access Services
reports.
• OMPM tool doesn’t analyze the database web compatibility for the
Access Services. Access Services
Configuration
• http://technet.microsoft.com/en-us/library/ff453909.aspx
• OMPM is a Geeky tool – Runs by INI file and command line interface.
• Scanning Tool Access Services
Deployment
• Scans across network share or hard drive.
• Generates the cab file/log files about the ACCDB details
• Analysis Tool Access Services
Management
• Import the scanned data into Access Db for detailed analysis
• Reports on Database and Issues, Active vs. Old DBs, DBs participated in
replication etc. Migration
Considerations
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27. Migration Considerations (Slide 3 of 4)
Migrating Access 2007 Databases to the Access Services 2010
• Step 2 - Migration Process – Make Access 2007 Database Data Web Microsoft Access
Benefits and Challenges
Compatible
• Save the Access 2007 or Previous Versions of DB in the Access 2010 format Introducing
• Run the Web Compatibility Checker - It will create the “Web Compatibility Access Services
Issues” table in the Access Database.
• Analyze and Fix the Web Compatibility Issues - Rerun the Web Compatibility
Access Services
Checker until Access database is web compatible with Access Services Configuration
• Major Issues
• Invalid Column and Table Names
Access Services
• Composite Keys and Compound Indexes Deployment
• Declarative Referential Integrity
• Primary and Foreign Text Keys
• OLE data types needs converted into attachment data types. Access Services
Management
• Tables with the recursive relationships to manage parents and child data in
same table are not supported in SharePoint.
Migration
Considerations
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28. Migration Considerations (Slide 4 of 4)
Migrating Access 2007 Databases to the Access Services 2010
• Step 3 - Design the UI for full web compatibility Microsoft Access
Benefits and Challenges
• Create new web objects - Navigation (tabbed interface), Web Forms, Web
Reports with the new themes and look and feel for web compatibility
Introducing
• Set the Main Navigation Form - Set Web Display form from the Backstage Access Services
| Options | Current Database page and Select the Web Display Form
• Step 4 - Publish the Web Legal Format to the SharePoint Access Services
Configuration
• Publish web legal format database to the Access Services.
• Publishing Issues - Web compatibility checker doesn't check all the Access Services
database issues. Publishing process logs the issues in the "Move to Deployment
SharePoint Site Issues" table.
• Incompatible data (e.g. invalid date, hyperlinks etc.)
Access Services
• Invalid Expressions entered manually without Expression Builder may Management
cause publishing process fail
Migration
Considerations
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29. Access Services Best Practices Recap
• Don’t Ignore this Product
(After all its available to use if you have SharePoint Enterprise CAL)
• If you have access databases in your organization, do not ignore this product.
• Migration Should be taken Seriously
• Keep remind yourself that Migrating Access applications to Access Services is not
straightforward. Additionally, document and standardize the migration process.
• Standardize the Access Applications
• Build Templates to standardize the Access Services Applications (e.g. OOB Projects
Database).
• Going Forward, Use New Web Database Format
• Going forward, Start all the client Microsoft Access databases with the web database
template to make sure its always compatible with SharePoint and Access Services.
• Guard Default Access Service Settings
• Change the Access Services Performance Settings, only if you must.
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30. Online Resources
• Access Team Blog
http://blogs.msdn.com/b/access/
• Access 2010 Web Conversion Service Offering
http://www.access2010converter.com/index.html
• Nik Patel’s Article on Access Services
http://nikspatel.wordpress.com/2010/08/13/all-you-need-to-know-about-the-access-services-2010/
• TechNet – Access Services Planning
http://technet.microsoft.com/en-us/library/ee683869.aspx
• TechNet - Access Services Administration
http://technet.microsoft.com/en-us/library/ee692394.aspx
• TechNet – Access Services Whitepaper
http://technet.microsoft.com/en-us/library/ff397963.aspx
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31. Questions & Answers
Thank You
Enjoy the SharePoint Saturday!!
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