2. The database tracks new customized courses or
events and sends them through an approval process
The process ends when the course has been paid for
and is 30 days after the start date of the event
Throughout this presentation, I will show screenshots
of the database along and then a description of that
page
What it Does
4. This page is somewhat self-explanatory. You enter
your username and password, then hit enter to login
Upon logging in, the database looks up your
username and corresponding password
Your username is then logged along with the current
time to a table to track when users log in and out
The Login Screen
6. I was unable to show all of this Form, and many of the
future ones because they are too long, but this is the
form where you go after signing in to enter an event
At the bottom of the form, there are a few things I’d
like to explain. The Submit Invoice to field has the
main accountant as a default entry, but this can be
changed
The Sold By field uses your username to auto-fill the
field and then locks the field to ensure data integrity
Main Entry Form
7. Once the Submit button is clicked, there is code that
runs in the background to send an email using Gmail,
not Outlook, to the appropriate approval chain
The approval chain is determined by that department
was selected at the top of the form through a pick list
(not shown due to size)
Next I will show the Approval Process
Main Entry Form
10. Upon Clicking the Approver button on the main Login
Form, you will be taken to the Approver Login Form.
This Form requires Approvers to enter their login and
password, and then click their button
Approvers only have one button in each chain, some
have one is each chain
They know when to login through the email
notification sent by the main entry form earlier
Approver Login
12. This is similar to the main entry form, except everything is
locked except for the Approver fields at the bottom
If approved, the date is entered using a calendar, and the
Submit Approval button is clicked notifying the next
approver. If not, the textbox is used to describe why it was
rejected, and corrections can be made
Entries are found using a pick list from a query at the top of
the form. The query shows the name of the event, and the
start date, incase there are multiple entries with the same
name
Approver Form
13. After the approval process is complete, an email is
sent to Accounting to have them go in and fill in their
information
Each email informs the next person in the chain of
what event is up for their approval, and what
department it is under. It does this by pulling the info
from the fields of the sub form
Every Approver form has a sub form behind it to pull
the data from, this was done to resolve linking issues
Approval Process
16. Once Logging in, the accountant then selects the
department they wish to go under, this is told to
them in the email
Each button uses a pick list with a query to filter the
result to only that department and again, to only
those not 30days past the start date and those that
have not been completed/paid for.
Accounting Form
19. The Pick list shown at the top of this form is used in many of
the other forms to serve the same function, filtering and auto
filling the fields based on the selection
For the Accountant, all the cells are locked except the bottom
4. They are usually filled over time, which is why they have
until 30 days after the start of the event
Upon completion, an email is sent to the department head
notifying them that the event has been paid for and to start
the process of making the event a reality
Accounting Form
23. This is just like the main entry form except that you
have to select the entry using the picklist at the top,
and then everything is locked except the attachments
and notes fields
Doing this ensures data integrity and that one person
cannot just alter the data to say the sale was for more
or less money, or made by someone else.
Attachments
28. By Clicking the view report button, you will be taken to a
screen where you can view all entries made, filtered by
department and then within a date range. The date range
is inclusive so the endpoints will show up
If the department is left blank, it shows all the
departments, the date range must be specified though
Viewing in this was will only show entries that have been
completed/paid for
Viewing Entries
29. By Clicking to search by name on the form , you will be
taken to a new form that will allow you to view a report of
a certain company, based on the name
This report will show you all of that companies entries, no
matter what step of the process they are in
The Report shows up in print preview mode and new
entries are selected by using the navigation buttons at the
bottom of the page
View Entries
32. This page is not a “pretty” as the others, but it is built for
functionality.
The buttons are self-explanitory, add location and room will
add a location and a room to the appropriate table that can
then be used when making an entry
Edit Users and Entries will allow an admin to edit User info
such as username/password. And Edit Entries allows the
changing of data incase something was entered incorrectly
Admin Page
33. The Login search will pull up a new form to enter a
date range to see who has logged in and at what
time. This date range in not inclusive because it shows
the exact time.
This will show only when someone logged into the
main entry form, the Attachment login will show the
same information, but only for when someone went
to the attachment form.
Admin Page
36. Finally I am going to leave you with some images of
the code behind the work
Much of it will need to be covered up to protect
passwords and such, but I will show what I
can…enjoy
Some Code
41. From the code, you may or may not be able to tell what it is
doing, but on the last slide before this one, the reason it is
looking up the login is to run the action queries.
These queries are what allows the tracking of users and
when they log in and out, and to do this, they need the
username.
Overall, this was an amazing learning experience and I
believe a huge success for my first database. I can only get
better from here, so I am excited to see what more I can do.
Final Thoughts
