Showing posts with label SharePoint 2013. Show all posts
Showing posts with label SharePoint 2013. Show all posts

Thursday, August 30, 2012

Link Access 2013 Web Apps to SharePoint Lists

Andrew Stegmeier posted Connect your Access 2013 Web Apps to SharePoint Lists by Lois Wang on 8/30/2012:

This post was written by Lois Wang, a Program Manager on the Access team.

imageAccess 2013 web apps are great places to centralize your data. Whether you're tracking people, events, products or something else, storing data in an Access app allows you to easily collaborate with others while keeping things organized.

Sometimes, though, the stuff you care about is already stored somewhere else. Although you could import the data into Access, those external sources may be maintained by other people or processes. In these cases, you want to make sure that as these sources are updated, you're always seeing the latest version in Access. Wouldn't it be great if you could simply link to these data?

Access 2013 makes this easy. The web apps you create with Access 2013 can connect to and display real-time data from SharePoint lists. That way, you can easily supplement or combine external data sources with the things that your app uniquely tracks.

imageImagine a scenario where a small business owner named Ryan is trying to manage a party planning company. He and his five employees use Office 365 for sharing information. His accountant manages all the suppliers of his business in a SharePoint list. Ryan has built an Access 2013 web app to manage all the parties that he is in charge of planning. He wants to pull supplier information into his app, but he doesn't want to have to worry about manually keeping his app in sync with the accountants list. How can he do that?

The PartySuppliers SharePoint list.

He opens up his Access 2013 web app in the Access designer and clicks the Create Table button in the ribbon. Then, under the heading "Create a table from an existing data source," he chooses "SharePoint List."

Add a new table from an existing data source.

The next step is to provide the URL of the SharePoint site where the PartySuppliers list lives. Since he wants to link to rather than import his data, Ryan selects "Link to the data source by creating a linked table."

The External Data wizard.

Access will go fetch the names of the lists on that site, and Ryan selects the one he wants—the PartySuppliers list. In order for Ryan set up this link, his account's permission level needs to be "Full Control" for the PartySuppliers list in SharePoint.

Assign permissions to allow your Access app to read the items in the SharePoint list.

Now, the supplier data show up in Ryan's project management app. Access automatically creates a List view and a Datasheet view for displaying the suppliers. It looks and feels just like the rest of his Access web app.

Access automatically creates List and Datasheet views to display the data in linked SharePoint lists.

imageRyan can further integrate this SharePoint list into his app by adding a lookup field in his Events table to show which PartySupplier is working on which Event. Even though the PartySuppliers "table" is actually stored externally, setting up this relationship works exactly as it would if the data were stored in a local table.

Two things are worth noting about this external data feature in Access 2013 web apps. First, Access currently only supports read-only connections to SharePoint lists. In our example, that would mean that in order to change information about a supplier, Ryan would have to edit the SharePoint list directly.

Second, in order to set up a connection to an external List, your user account has to be allowed to change permissions to the List. This is because when you set up the connection, you need to give the Access web app itself the right to read the data. The right to grant other accounts or apps access to a List is usually included with the "Full Control" or "Owner" SharePoint permission groups. If you have trouble, check with the person who is in charge of your SharePoint site.

Access 2013 web apps can easily integrate with external SharePoint lists. You can try it out for yourself using the Office 365 preview. In order to try out Access 2013 Web Apps, be sure to choose one of the plans for business: Small Business Premium or Enterprise.

Access 2010’s Web Databases linked only to SharePoint lists, which was a drag. Inability to update SharePoint lists with Access is equally disappointing.

Will the real SharePoint logo please raise its hand?


Wednesday, July 25, 2012

Tim Anderson Gives Access 2013 Web Apps the Thumbs-Up

Tim Anderson (@timanderson) posted Access Web App: at last a simple web database app builder from Microsoft on 7/25/2012:

imageOne thing hardly mentioned in the press materials for Office 2013, and therefore mostly ignored in the immediate publicity, is Microsoft Access 2013. It is included though, and its most interesting new feature is a thing called an Access Web app.

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To make one of these, you click the big “Custom web app” button on the opening screen. The first thing you are asked is where to put it. It is looking for a SkyDrive or Office 365 team site – essentially, online SharePoint 2013 I imagine. If you are not signed in, this screen appears blank.

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I selected SkyDrive at my Office 365 preview site.

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Hit Create and you can select an app from a template. I chose a Music Collection app. Access generated several tables and forms for me and opened the design environment.

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The template app is a bit daft – Artists and Labels are based on a People template, so you get Labels with a Job Title field – but that does not bother me. What interests me is that Access generates a relational database that you can edit as you like. The template UI offers either a list/detail view called a List, or a Datasheet which shows rows in a grid format. There is also a Blank view which you can design from scratch.

I had a quick poke around. Access Web Apps do too good a job of hiding their innards for my taste, but what you get is a SharePoint app with data stored in SQL Server Azure. You can also use on-premise SharePoint and SQL Server 2012.

Programmability in Access Web Apps is limited, but you do get macros which let you combine multiple actions. There are two kinds of macros, UI macros and Data macros. UI macros support a range of actions including SetVariable, if and else statements. The only loop functions I can see are in Data macros, which include a ForEachRecord action. You can call Data macros from other macros and a Data macro includes a SetReturnVar statement, so I guess with a bit of ingenuity you can do many kinds of automated operations. Macros are described here.

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In my quick test, I put a button on a view and had it show a message. Apologies.

The application files are all stored on SharePoint, rather than locally, so I presume you could easily edit the app on any machine with Access 2013 installed.

Click Launch App and the web app opens in the browser. Everything worked, including my MessageBox.

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I also tried it on the Google Nexus 7 Android device. Again it seems to work fine, though I did get some odd behaviour returning to the app. There are possibly some authentication issues.

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An Access Web App is just another SharePoint app, as explained here, so you can publish it to selected groups via the built-in store.

There is no way that I can see to craft your own SQL, which to me is a disadvantage, but maybe we will discover how to bypass the UI and open a database in SQL Management Studio, or access it programmatically from other environments.

It seems to me that what Microsoft is offering here is what it tried, but failed, to offer in Visual Studio LightSwitch: database programming for the non-specialist. Access has always done this, though unfortunately it is easy to make rather a mess if you do not know what you are doing. An Access Web App gives the developer/user fewer ways to go wrong, and builds cross-browser web apps. It is not yet possible to judge whether Microsoft has got the feature set right, but fundamentally this looks useful for simple custom business database applications of the kind that many small organisations and departments find they need. It is a big advance on MDB files stuck on a file share, fits with the BYOD (Bring Your Own Device) concept by working on iPads and the like, and makes it easy to get started and experiment. Good work.

Related posts:

  1. Very simple VB 2008 database app with databinding
  2. Sample code for a very very simple VB database application
  3. Microsoft Access needs a complete rethink – or retirement
  4. The end of Code Access Security in Microsoft .NET
  5. Remote access to files in Microsoft Small Business Server 2011

This might be Microsoft’s answer to FileMaker and QuickBase. I plan to try Tim’s approach and test it with my Nexus 7 tablet shortly. Stay tuned.


Monday, July 23, 2012

The Microsoft Access Team Announces Access 2013

Andrew Stegmaier  posted Introducing Access 2013 on 7/20/2012 (missed when published):

imageThe Access team is proud to introduce the Access 2013 public preview, which will make it easier than ever for everyday people to organize the data in their lives and businesses using Access apps. On this blog, you'll be able to learn about the improvements included in this new release.

Access has always been a great tool to help you organize and run a small business or a team. This release focuses on bringing Access databases to the web, making them more useful than ever. Your database can be hosted by Microsoft through Office 365 and securely accessed from any tablet or computer—even if the device doesn't have Access installed.

Getting started is easier, too, taking just 60 seconds to get your first Access app up and running. With little or no additional effort, you'll end up with a finished app that is both functional and beautiful—automatically—thanks to an enhanced user interface. Finally, we've made some big improvements under the covers to make your apps faster and more extensible. Your data is now stored in a full-fledged SQL Server database. When Microsoft hosts your database in the cloud, we'll use SQL Azure; when you host it yourself on your network, you can use SQL Server 2012. Advanced users will love the fact that they can directly connect to SQL Server with familiar tools for powerful analysis and integration.

Here's a peek of some of the things we'll be talking about:

Host your databases in the cloud with Office 365

Create a new Access 2013 web app with Office 365.If your Office 365 plan includes SharePoint, you can host Access 2013 databases with no extra setup required. Microsoft will make sure your data is secure, backed-up, and available, so that you can focus on getting things done. You can try it out by signing up for a preview of Office 365 Small Business Premium or Office 365 Enterprise. Whether you’re a small business or a large corporation, you’ll be able to harness the power of Access 2013 in the cloud simply and easily. Of course, companies also have the option of hosting databases themselves by installing SharePoint 2013 and SQL Server 2012 on their own network.

Get started faster

Add tables using templates.Search from a library of table templates to help you track the people, things, events, or tasks that you care about. Each table template comes with fields, views, relationships, and data-integrity rules, so you can take advantage of all the great features of Access 2013 with a single click. It’s easy to combine different table templates into a single app or tweak an existing table by adding or removing fields. You’ll get to spend your time customizing your database to meet your unique needs instead of worrying about repetitive details.

A polished, professional user interface for your apps

A clean, professional user interface.Whether you use table templates, import existing data, or define your own schema from scratch, Access 2013 will provide your database with a great user interface automatically. Without any effort on your part, Access will generate views for your data, including a searchable list view and an Excel-like datasheet. Buttons to navigate between your views and tables come for free, too. If you have related data—like Invoices and Line Items—Access will automatically create views that show these items together, allowing you to drill-through to get more details. Of course, everything is still customizable, but now you can focus on what's unique about your app.

Access apps = SharePoint apps

Add Access apps to SharePoint using the App CatalogueAccess 2013 web databases work great with SharePoint 2013, which has been enhanced in this release with apps for SharePoint. Because an Access app is just like any other SharePoint app, it’s easy to deploy, manage, and share securely. There are no additional passwords or logins to juggle because security is controlled through the same infrastructure. Users can discover and share Access apps through the public SharePoint App Store or a private App Catalogue. Installing an app takes just a few clicks. Corporate IT can control everything centrally using familiar SharePoint tools. Best of all, anyone with a web browser and an internet connection can use your app, even if he doesn't have Access installed on his device.

SQL Server back-end

One of the biggest improvements in Access 2013 is one you may not even notice—except that you're whole app will be faster, more reliable, and work great with large amounts of data. When Access databases are published to SharePoint—whether on-premise or through Office 365—a full-fledged SQL Server database is automatically created to store the data. Advanced users who are already familiar with SQL Server will be able to directly connect to this database for advanced reporting and analysis with familiar tools such as Excel, Power View, and Crystal Reports. Everyday users can rest assured that their apps are ready for the future if they ever need to enhance them with advanced integrations or migrations. Check out the Access 2013 developer center for more details.

Access on Office 365 harnesses the power of SQL Azure.

We're looking forward to introducing you to what's amazing and new about Access 2013. Stay tuned!