Access Apps in SharePoint 2013 - Part 2

I initially became interested in Access apps (and Access Services) because I heard it was the replacement for electronic forms (formerly created in InfoPath) for SharePoint. Through my own research, I have found that InfoPath does still work with SharePoint 2013. So then what is the purpose of having an Access database in SharePoint when everything that’s in SharePoint is written to a SQL server anyway? It recently occurred to me that non-IT personnel likely do not have access to their organization’s SQL databases. (Let’s hope not!) So Access apps in SharePoint 2013 provide business/end/power users with more functionality than a SharePoint list but are less dangerous than read/write access to SQL.

This is part 2 of my blog series on Access Apps in SharePoint 2013. If you haven’t read part 1 yet, click here to view it. You’ll learn about the requirements for Access Services and how to create a custom web app from a blank database. Ready to proceed? Let’s build!

We are now going to explore how to create an Access app using a template. After you open your Access 2013 client, choose Custom Web App, and sign in to Office 365 (if necessary), you will see a search box that allows you to find existing Access app templates. Since I am moving soon, I decided to track all of the furniture and boxes that are making the journey. So I called my database Home Inventory and searched for an inventory template. Out of the four choices, I selected Home Inventory.

Access automatically creates a table. If the table doesn’t contain all of the fields that you want to track, double-click on the table name on the left side of the screen. The table will open in design view so that you can add new or change existing fields. For example, I added a lookup field for Item Type (box, furniture, other, etc.). To maintain consistency, I also changed the Location field from short text to lookup (dining room, kitchen, living room, etc.). After you save your changes, you may want to edit the List or Datasheet form view. To do so, click on the tab bearing the database name and then click on the table whose form view you wish to edit. By default, Access displays the List form view. Click the Edit button to make changes.

 

Now you can add or rearrange fields by dragging and dropping. To delete a field, click on it and press delete on your keyboard. (Deleting the field from the form does not delete it from the table.) Don’t forget to also delete the label for that deleted field. Best of all, you can undo your changes using the familiar undo button or CTRL Z. Additionally, if you need to edit the database, there is a convenient link on the right side of the screen.

 

Once you’re happy with your changes, or if you want to preview your work, save your changes and then launch the app. If your table doesn’t yet contain data, you can enter it in SharePoint. This is a good way to test the flow of the fields to ensure that they make sense. You should also test the filter that is automatically included.

 

 

 

Access templates are a great way to get started with Access apps for SharePoint 2013. Get started today!