Is the new Access Services in SharePoint 2013 a great new tool for creating forms based solutions in SharePoint? This talk takes you through the good, the bad and the ugly.
25. My Assumptions
• We are looking at Access as a power-user tool
• We are not looking at manipulating the underlying
code for Access
• In today’s talk, I am examining the likelihood that
you will want to use Access to build solutions or to
release to your power users to take the load off of
IT
28. A new architecture
Classic Desktop
Architecture
Jet Desktop Database
File Based
Requires Access or Access Runtime
Access Services
Architecture
SQL Server Database
Runs in Browser
Redistributable as an App
29. The new architecture
View and Edit Data
Database Design
Advanced Reporting & Integration
•
•
•
•
•
Desktop Access Reports
Excel
Power View
Crystal Reports
Custom Websites (.NET, PHP, etc.)
30. The new layout structure
2. Choose view
1. Choose table
3. Search and filter
4. Add and edit items
Presents a polished, consistent interface. But flexible?
31. Access services on Office 365
O365
Browser
Browser
Browser
runtime
Web app 1
Web app 2
design
Web app 3
Access IDE
…
SQL Azure
32. Access services on premises
SP On Prem
Browser
Browser
Browser
runtime
Web app 1
Web app 2
design
Web app 3
Access IDE
…
SQL Server
74. What is good about Access?
• Microsoft has created a really slick tool
• They tried to protect the user from him or herself
• Very structured page layouts
• It uses SQL Server for back-end
safety, management and performance HUGE
• Comes with a bunch of pre-built objects that can be
very quickly snapped together and slightly modified
• It RUNS in most BROWSERS HUGE
75. What are the downsides
• Very difficult to change things from the Microsoft
design template
• The pre-built items have capabilities that are very
difficult to figure out: Creating your own custom
entities has limitations
• You can’t read/write to SharePoint lists (read-only)
• Can’t run SP workflows, can’t send an email from
an action
76. My hope:
Squeeze some additional juice out of
SP
• Access would be a great ‘form builder’ tool
for power users, allowing them to create
good looking forms with relational
lookups, enhanced validation, parent-child
relationships, etc.
77. Meeting the
burden:
• I said to you up-front:
In today’s talk, I am
examining the likelihood
that you will want to use
Access to build solutions
or to release to your
power users to take the
load off of IT
79. Conclusions
• I contacted a few MVP’s and others and asked
them: Do you see great use-cases for Access
Services in SharePoint?
• It’s too disconnected from SharePoint
• It’s too unintuitive for power users to figure out
without wasting a lot of time
• As is, it’s just not ready to be a broad-based enduser or even power-user tool for
80. But
• Don’t lose faith
• Microsoft is hearing us
• The ‘cadence’ of delivery
is changing
• New SP capabilities &
features are rolled out
all the time
• I am hopeful that Access
will, in the not too distant
future, be the tool we
always hoped
Because mission critical data, shared by a number of people was hosted on someone’s desktop.
Often by this guy – (From office space: Where’s my stapler?)
These systems are not usually managed to the standards of the IT department.Even when plans are made to make sure good backups exist…
There are often issues
And so, when mission critical data is lost, everyone has a freak attack
And your IT director says….
“NO MORE ACCESS AROUND HERE”
And came up with a new formula
Take a tool that IT saw as a toy, but which provided actual value to end users…. And….
Put systems in-place to ensure availability, reliability and recoverablity
It just didn’t work as hoped.
According to Microsoft:It’s the business user – who are knowledgeable of their business domain and who can use the tool to create applications that solve their problems without help from experts and without programming.
And came up with a new formula
Access is still a capable desktop based, file based database tool that hasn’t changed an awful lot in 20 years.
VERY non-flexible.Ford said of the model T: You can have any colour you want as long as it’s black.
You need the right versions of SharePoint and SQL ServerYou need to set up App HostingYou need the right permissionsIt could become an administrative complexity – each instance has it’s own database
It’s all just ‘there’
This may be on the second page
It’s not instant – it takes a minute or two
And then it’s available
You need to have Access 2013 installed on your desktop for this to work.
Access will open with this message
This is exciting at first: You can create a table from a SP List.But it’s really limited – you can only read from it.
There is a pre-built collection of objects, you just have to find the one you want.
The form comes pre-created for you, with default views.Clicking “Launch App”
And it opens in the browser
You can do your data entry here
The left side lists the records, which can be filtered, and beside that are the control buttons for add, delete, edit, save, exit
After adding a couple more records, you can see the other items in the selectable list.
Back in the Access interface, we can see some of the other components by clicking on the Navigation Pane icon
You can see all the tables and forms
This is the table view, where you can define the fields and their parameters
Crazy thing – have to reselect this to get the lookup popup
Crazy thing – have to reselect this to get the lookup popup
Save the changes (these are uploading to SP)
You’ll need to refresh
Add the bottom here, you can add comments about this item, directly from this form.However, if you’re making your own form from scratch, I can’t figure out how to get this to appear.
But, if you click it, a pop up opens, with a data entry form.
And the lookup fields have cool type-ahead search functionality
This is the datasheet view for the form. Each table has a datasheet.
Here’s another view, where the events are group by status.
You can also add macros. Scripts that take action when something changes, or that you can kick off manually
The macro builder
Sqeeze some of the juice out of SharePoint without a developer