Conrad Systems Development

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                                 CSD Tools Database Documentation 

Important - This add-in is not compatible yet with Access 2007.

The CSD Tools - Version 2.0 Add-In for Access creates the following reports:

  • Document your table structure. The tables area of the report will provide a listing of all the table fields and the following properties of those fields:

    Field Name

    The report will also list the field(s) that comprise the Primary Key. In addition, the table's Description, Created and Modified dates will be listed and the report will indicate if the table is linked. The path to each link table will also be provided and the report will also tell if the path is valid. The Subdatasheet property for each table (Jet 4.0 only) will also be listed.

  • Document the queries. The queries area of the report will list the Query Name, Description, Created and Modified dates, the SQL of the query, the Query Type, whether the query is Hidden, and whether the query is a RWOP query.
  • Document the Indexes. This report will list all Indexes in every table of your database and the Indexes' Attributes. The report will also analyze these Indexes and separate them into two categories:
    'Indexes to Keep' and 'Indexes to Remove.'

    The Indexes to Remove are ones that appear to be duplicates and are not really needed. What you do with these Indexes is up to you. Each table will display the Primary and Foreign Key Indexes. The Index Name will be listed and the field(s) that make up the Index.
  • Lookup Fields. This report will list all Lookup Fields in every table of the database. You can use this report to see if you would like to eliminate them from your database.

    Lookup Fields can be misleading to people not familiar with the complexities of relational database theory. As long as you really understand what is happening behind the scenes with Lookup Fields then you should be Ok in using them.

    The report will list the following field properties for any Lookups found:

    Field Name       Row Source     Row Source Type    Bound Column
    Column Count   Column Heads  Column Widths       List Rows
    List Width         Limit To List
  • Relationships. This report will list all the Relationships defined in your database.

    The report will list the following for each Relationship found:

    Table Name
    Relationship Name
    Cascade Type
    Foreign Table Name
    The Attributes of each Relationship
    Field names from both tables involved in the Relationship.
  • Procedure List. This report will list each procedure name in every Form, Report, and Module in your database. The report will be in a two column layout to minimize the number of pages. A count of the number of code bearing objects for each category will be given along with a total number of procedures for the entire database.
  • Lines of Code. This report will list the total number of lines of code in each Form, Report, and Module. The report will also include a sub total for each Object Type and a grand total for the entire database. The report will be in a two column layout to minimize the number of pages.
  • Object List. This report will give a nice compact list of all the database object names. The report will list the objects by category in alphabetical order and give a count of each type of object as well.
  • Macro List. This report will give a listing of all the Macro objects in the database. The report will also list any internal macro group names as well.
  • Forms/Reports. This report will document all of the Forms and Reports in the database. The report will list the following properties of each object:

    Creation Date
    Record Source (if any)
  • Statistics. There are three different types of reports here. These reports will produce various statistics on your database.

    1. Object Count:
    This option will produce a three column report that will give a count for each Object Type and a
    grand total for the entire database.

    2. Record Count:
    This option will list the total number of records in each table.

    3. References:
    This option will produce a one page report listing all of the References for your database. The
    report will list the following properties of each Reference:

    Name     Path
    Version   Whether the Reference is Missing
  • Users/Groups. These reports will produce various User and Group reports on your database that has been secured using Access User Level Security.

    1. Users:
    This option will list all of the Users in your workgroup file.

    2. Groups:
    This option will list all of the Groups in your workgroup file.

    3. Group Membership:
    This option will list all of the Users for each Group in your workgroup file.
  • Permissions. These reports will document the permissions for any object(s) you select. You can choose any number of users and groups to include in the analysis.

Version 2.0 also now allows easy export of any report to Word or Excel with the press of a button! Some of the reports cannot be run on MDE files. In addition, this documentation tool is really designed for Jet databases only. You may receive errors against other backend data table types.

My special thanks to all the contributing code authors and Beta testers for this add-in!

There is one file for Access 97 and one file that works for Access 2000, 2002, and 2003. Please make sure you download and install the correct version you need.

* Disclaimer: Conrad Systems Development offers this download "As Is" and does not assume any liability for any bugs or problems that arise with using any of the code.  User assumes all risks. In addition, we do not provide technical support for these downloads, but feedback is welcome.

Help File:
Beta Tester John Gray has been very gracious in creating a Help File (.htm format) to accompany this add-in. The Help file lists all of the necessary information for installing and using this add-in. Thank you John!

CSD Tools Help File
(8 KB zip file)

Important: If you have previously installed Version 1.0 you will need to uninstall that version and delete the necessary files. Follow the instructions on this page to uninstall.

Uninstall Version 1.0 Instructions

Install Procedures:

1. Unzip the file CSDTools97.MDA  or CSDTools2000.MDA to your Office or Access directory to easily find it when we install the Add-In. If you are using Windows XP you should also right click on the file and click the button called "Unblock" before proceeding to the next step.

2. Now open any Access database and go up to "Tools" on the main Access menu bar. From there go down to the option called "Add-Ins". This sub-menu will list any installed Access add-ins on your system, as well as an option called "Add-In Manager". Click on the option called "Add-In Manager" and a new screen will appear.

3. The box will display a list of available add-ins on the left side. Depending upon where you unzipped the add-in file, you may see the CSD Tools already listed in this box. If the file is listed, click on the option to highlight it and then press the "Install" button to complete the installation. There should now be a little "x" next to the option meaning it has now been installed. If you do not see the add-in listed in this box simply click the button called "Add New..." where you can browse for the location of the file. Once you find the file and click on it in the browse window, you will be taken back to the Add-In Manager screen. Now you should see the add-in listed in the box with a "x" by it meaning it has been successfully installed. If not, highlight the option and then press the "Install" button to complete the installation. Hit the "Close" button on the Add-In Manager when finished. That's it, now we're ready to use the utility!

4. Before launching the Add-In on a database, make sure you make at least **TWO** backups of your database file. Why two? Two is better than one backup. The add-in will be accessing every bit of your code so if there is ANY possible VBA corruption in your database, Access will cough up a hairball. It's not a pretty sight let me tell you! I specifically tested the add-in on a database with corruption for this purpose and it sometimes crashed. So,

PLEASE make backups before beginning. You have been warned!

5. To launch the add-in, simply open any database you wish to document and go up to
Tools | Add-Ins and click on the new option "CSD Tools 97 - Version 2.0" or "CSD Tools 2000 - Version 2.0" depending upon your version. Click on the various tabs and hit the Preview button to run whichever report you prefer. Select any shading options if your prefer as well. Depending upon how large your database is and which report you selected, the completed report should appear on the screen in a short time. The Status Bar will also let you know the progress and some reports will also display a progress screen. Just sit back and enjoy the show!

There is also two other buttons on each tab for exporting the report to Word or Excel. These two reports will maintain most of the formatting as the original reports. Optionally if you have a PDF driver installed you could just preview a report and then make a PDF file of the output.

**Important Note** Make sure you have NO objects open at the time you launch the add-in and make sure no Timer events are running either, as that may interfere. Again, you have been warned.

Installation Error:
You may receive an error message about adding to the registry if you are using a Windows NT-based operating system and do not have sufficient permissions to install Add-Ins. Have your Network Administrator install the add-in for you or install the add-in under a profile with sufficient privileges.

The same error above may occur when launching the add-in from a profile that has restrictions on the registry. If this is the case I believe I have a work-around, but it will not work with MDE files. Open the MDB file you have and go to any code window. Go to Tools | References to bring up the References Dialog page. Look for the Browse button and then browse to where you placed the CSDTools97.MDA or CSDTools2000.MDA file and select it. We have now set a reference to this add-in file to use the code. Now close whatever code window you had open. Bring up the Immediate Window by pressing CTRL + G and then type this into the window:

CSDToolsEntry97  (if you are using the 97 version)
CSDToolsEntry2000  (if you are using the 2000+ version)

Now hit enter. The launch form *should* now appear and function as normal (you may need to close the Immediate Window and code window to see the form). After completing your documentation, you can then remove the reference if desired.

One last time because it bears repeating: Always make sure you have good backups before proceeding!

I hope you find this add-in useful in your projects.

Found it to be the best thing since sliced bread and wish to donate something? Too bad, it's free. 

If you really wish to help, make a donation to your favorite charity and we'll call it even. There are a lot of worthy causes out there that could use a little support.


Before downloading you must agree to my terms:

- You must admit you are an Access Junkie (no wiggle room). Sign here:_________________

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This page was last updated on Sunday, September 19, 2010.

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