Vault -- Extended Documentation

Vault, Preserve Your Custom Queries, Reports and Forms

What is Vault?

Vault is a special utility that comes with Prime 16 and some later versions of Prime 14. It is designed to address the three problems faced by people who create custom:

1. Queries
2. Reports
3. Forms

a. Problem 1 Preserving custom work when the front end is updated The problem is that if the front end is updated periodically with a more recent version, any custom objects created in the old front end are lost. This can be avoided by using Vault. Copies of these custom objects, such as queries, are uploaded to Vault after being created. When the front end is updated, the custom objects are downloaded back into the new front end. This is done by highlighting the choices and pressing a button.

b. Sharing custom work with other users There isn’t an easy way to create a query, report, or form and then send it around to other people who might have a need for it. Vault makes it easy. A query uploaded to Vault can be tagged as available for sharing. The person who needs the query could be notified that it is available on Vault and they could go there and download a copy of it.

c. Sending objects to the administrator that you want included in the maser copy What if you wanted to share a report you created with everyone else in the office? You can tag an object uploaded to Vault as being useful for the whole office. It could be reviewed by the database administrator and added to the master front end.

What Types and How Many Objects can Vault Hold?

Vault can hold forms, reports and queries. Since it is an Access database file, it can hold virtually an unlimited number of these objects.

What are the Parts of Vault?

Vault has three important pieces. Two tables located in the SQL Server One form and two subforms in the standard front end that staff use An Access ACCDB file (a newer version of an MDB file) that stores the copies of the custom objects uploaded to it. This ACCDB file also has maintenance utilities for the database administrator to use periodically.

1. SQL Server Contents The SQL Server, where all the data is stored, has two tables that are a part of Vault.

a. VaultStorage Table The VaultStorage table stores a list of the custom objects and descriptions uploaded by people.

b. VaultSetup Table The VaultSetup Table has a single record that stores both the path to the Vault ACCDB file and the path to the master front end.

2. Vault.ACCDB The Vault.ACCDB file is where the objects are stored. It also includes utilities used by the database administrator for managing the objects, transferring them, etc. It is placed in a shared location where all users of Prime can see it on the network. There is only one copy of Vault.accdb and it is shared by all users.

It is necessary to link the two tables in the Prime Database file on SQL Server to Vault.accdb. The tables are renamed by removing the dbo_ from the front of their names.

3. CFWPrime – The User’s Front End The Front End contains one form and two subforms that support Vault.

a. inpVault is the primary form that is used

b. inpVaultsubform holds a list of all objects stored in the Vault.ACCDB

c. inpVaultLocsub displays the location of the Vault.ACCDB which hold the objects.

Who can use Vault?

The only people who can use Vault are those given permission by the database administrator. This is a staff role (number 15) and permission must be assigned to the user. Once having permission the user accesses Vault by clicking on the button on the Ribbon bar under the Admin choice and titled Vault Objects.

How does a person use Vault?

The first thing they do is have a list of custom objects (queries, forms, reports) they want to preserve. Then they start the Vault utility.

This opens the inpVault form.

This form allows them to Upload a Custom Object. Notice how the user can pick the object, enter a description, mention any dependent objects (such as a query the report depends on), and choose why they want to upload it. They can choose one, two or all three reasons; personal use, sharing and as a proposed addition to the Master Copy.

Notice how we limited the objects to only those with ‘NLS’ in the name. If you tag your custom objects with the initials of your program, it makes finding custom objects so much easier.

When it comes time to download objects from Vault, the user can choose either personal objects or objects uploaded by others to share. It downloads them directly into the user’s front end.

Personal Objects

Notice how objects uploaded get number of the staff person who uploaded them put on the end of the name of the object. This avoids name conflicts if the object is a modification of an existing object. It can be renamed once added to the front end if necessary.

Shared Objects

This is where you would see objects posted by others that can be shared. Nothing is displayed until you put in a search criteria or press ‘Show All’.

Vault Contents

This is the last tab. It shows the objects in Vault. Here there are only two objects.

What can the Administrator of Vault Do?

Probably the best way to answer this is to look at the choices available if the Vault.accdb file is opened up. This opens up separately, just like having a totally separate front end to Prime, but it only deals with the Vault feature. This is the Main Menu.

The Search Screen allows you to find the objects located in Vault. You can also unlock a number of objects here by clicking on the Yes and changing the -1 that appears to a 0.

The Details screen gives you information about each entry in Vault.

The setup screen stores the location of the Master front end and the file we are looking at, Vault.accdb.

This is a table view listing of the objects located in Vault.

This screen tests to make sure two things: 1. All the Objects listed have an actual Object in Vault. 2. All the Objects in Vault are listed.

This is the help screen for the administrative copy of Vault.