MS Access Database version - export

Sally Jenkins · February 2016

I am using Office 2013. When I export data to MS Access 97 or Blackbaud Report Writer I cannot open the database. If I export to MS 2000 I can open the db, but get messages about searching for Utility.mdb which cannot be found and then there are error tables created. I usually remote to another server and find Office 2007 or 2010.

I know that there is an option for MS Access2007 (accdb), But this allows for only 1 record per row, not a relational scheme. We have some complicated Crystal Reports that use these databases and to rewrite the reports to process 1 record per row would be an arduous task.

Is there any hope of BB updating the programs to output in MS Access 2007 multi-table database?

Jen Claudy · February 2016

Can you open Access 2013, and then select File > Open and open as 2010? I don't have Office 2013, so I can't test, but sometimes they provide the option to open an older file back a version or two. I think for this scenario, and for when you need to save something back so that someone else can open the file without having the more recent version of the program.

I would try Google or Microsoft support sites, as I'm guessing there will be more posts about this sort of thing out there beyond BB.

You might also try opening a case with BB Support and see if they have any thoughts.

And I would look for this in the RE Idea Bank...if it's not there add it. Then post the link back here for others to use.

Sally Jenkins · February 2016

Jennifer Claudy:

Can you open Access 2013, and then select File > Open and open as 2010? I don't have Office 2013, so I can't test, but sometimes they provide the option to open an older file back a version or two. I think for this scenario, and for when you need to save something back so that someone else can open the file without having the more recent version of the program.

I would try Google or Microsoft support sites, as I'm guessing there will be more posts about this sort of thing out there beyond BB.

You might also try opening a case with BB Support and see if they have any thoughts.

And I would look for this in the RE Idea Bank...if it's not there add it. Then post the link back here for others to use.

Hi Jennifer,

With Access 2013 I can open Access2007 version databases. The problem is that BB has not kept up with the output formats and Office software updates.

I like your thoughts about checking teh BB Idea Bank and will do so today.

Thank you for your reply.

I will update this post if I find additional useful information.

Sally

John Heizer · February 2016

I just ignore the Conversion Errors tables that are created.

I don't hold much hope of RE 7 getting updated to use newer versions of Office because the Export function seems to actually use the Crystal Reports engine to do the work and I don't anticipate Blackbaud ever upgrading that CR engine. I think we'll have to go to NXT to see any updated Export file formats.

If you are using the exported MDB files directly (not in CR) one trick is to create your "working" Access file in the latest version and then just link to the tables in the file exported from RE (I don't have 2013, but I know that 2010 will link to data from almost any older version). That also preserves all the queries, etc. when you then update the Export.

Sally Jenkins · February 2016

Hi John,

I had not though about linking Access 2013 to the older Access version, but yes, that should work and I will try it and post the results.

We are tip-toeing around NXT. Personally, I think we should take a hard look at migrating from our in-house RE to the cloud. I agree that it is not likely BB will be putting much effort into updating RE 'classic'.

I didn't know the CR engine is used to generate the export files. That explains a lot; when CR Xi was released the newer versions the Office suite were hardly a blip on the radar.

Thanks for taking time to reply to my question.

Jen Claudy · February 2016

What John suggested is what I do most of the time. I have Front End mdb files with queries, reports, other tables, and code and then the source data tables are all linked to Back End mdb files which are exported from RE (sometimes from Export, sometimes from Query). That way, I can update the source data as often as I like, but preserve all the functionality in the Front End piece.

I use Access 2010, but export from RE to Access 2000 files. It would be worth a try to see if 2013 will access the older file in a linked table setup. And please post back here with any findings! There are bound to be others (probably me, someday) who will eventually encounter this issue.

Sally Jenkins · February 2016

I'm on it and should be able to get back with an answer today.

Sally

John Heizer · February 2016

The one hitch to using a Front End mdb file is that it can't (at least as far as I've been able to figure out) be used as the basis for a Custom Report inside of RE. If a Custom Report from inside RE links to anything other than the MDB files the Custom Report's Export creates the CR/RE Report always barfs with an error message. The only work-around I've found is to take the Custom Report and make it a Subreport inside another "dummy" report that links to nothing but the related MDB file.

It works okay with the "full" version of CR (which means that no one except me, with our one available full license of CR, can run the report) and works okay if you use Access for the reporting, but can't be used for anyone else through the RE Custom Reports function.

Sally Jenkins · February 2016

And theresults are in!

MS Access 2013 can link to an MS Access 2000 export db created in RE.

It will NOT link to MS 97 or MS BB databases.

Sally

Kate Sklodowska · February 2016

Are you sure it's MDB and not MDA? Check the error again. If it's the mda then you can remove the reference to the missing utility - which you don't even need. That's what I did the first time this error popped up. I'm on 2010 and all our exports are to Access 2000. There are many google hits for this issue. Simple fix: from inside the VBA module go to tools -> references -> uncheck anything that says MISSING:. The vba module can be found in database tools.

Sally Jenkins · February 2016

John Heizer:

The one hitch to using a Front End mdb file is that it can't (at least as far as I've been able to figure out) be used as the basis for a Custom Report inside of RE. If a Custom Report from inside RE links to anything other than the MDB files the Custom Report's Export creates the CR/RE Report always barfs with an error message. The only work-around I've found is to take the Custom Report and make it a Subreport inside another "dummy" report that links to nothing but the related MDB file.

It works okay with the "full" version of CR (which means that no one except me, with our one available full license of CR, can run the report) and works okay if you use Access for the reporting, but can't be used for anyone else through the RE Custom Reports function.

Looks like you've been jumping through hoops.

I'll keep this in mind, and hope I don't have to try it :-)

Sally Jenkins · February 2016

Kate is correct. Access looks for an MDA file.

Thanks Kate. I will look in the VBA module and uncheck anything that says missing.

Great responses from everyone.

James Andrews · February 2016

John Heizer:

The one hitch to using a Front End mdb file is that it can't (at least as far as I've been able to figure out) be used as the basis for a Custom Report inside of RE. If a Custom Report from inside RE links to anything other than the MDB files the Custom Report's Export creates the CR/RE Report always barfs with an error message. The only work-around I've found is to take the Custom Report and make it a Subreport inside another "dummy" report that links to nothing but the related MDB file.

It works okay with the "full" version of CR (which means that no one except me, with our one available full license of CR, can run the report) and works okay if you use Access for the reporting, but can't be used for anyone else through the RE Custom Reports function.

Have you ever looked into one of those crystal reports viewers that are all over the place? I know they exist but I've never tried one.

Of course that would involve yet another piece of software for your users to have to keep track of.

John Heizer · February 2016

James Andrews:

John Heizer:

The one hitch to using a Front End mdb file is that it can't (at least as far as I've been able to figure out) be used as the basis for a Custom Report inside of RE. If a Custom Report from inside RE links to anything other than the MDB files the Custom Report's Export creates the CR/RE Report always barfs with an error message. The only work-around I've found is to take the Custom Report and make it a Subreport inside another "dummy" report that links to nothing but the related MDB file.

It works okay with the "full" version of CR (which means that no one except me, with our one available full license of CR, can run the report) and works okay if you use Access for the reporting, but can't be used for anyone else through the RE Custom Reports function.

Have you ever looked into one of those crystal reports viewers that are all over the place? I know they exist but I've never tried one.

Of course that would involve yet another piece of software for your users to have to keep track of.

Yes, I did some preliminary research into those viewers several years ago and became concerned about DLL conflicts between those viewers and what's installed by RE. Just getting CR XI to work correctly on newer 64-bit Windows is enough of a pain. I didn't want to further complicate things by installing completely unsupported software that might conflict with RE, particularly when RE depends on CR for so much.

James Andrews · February 2016

John Heizer:

Yes, I did some preliminary research into those viewers several years ago and became concerned about DLL conflicts between those viewers and what's installed by RE. Just getting CR XI to work correctly on newer 64-bit Windows is enough of a pain. I didn't want to further complicate things by installing completely unsupported software that might conflict with RE, particularly when RE depends on CR for so much.

Thanks, I think that's what I came up with as well at the time.

I don't know what the deal is with Crystal XI. It's so old and rickety; dynamic parameters won't work on my machine, but they do on my coworker's, even though we installed from the same files and we have the same machine.

MS Access Database version - export

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