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Category Archives: SharePoint 2013
How to delete files from Sharepoint (Empty the Recycle Bin)
View, restore, or delete items in the Recycle Bin of a SharePoint site
The Recycle Bin provides a safety net when deleting documents, list items, lists, folders and files. When you or site visitors delete any of these items from a Web site, the items are placed in the Recycle Bin.
Overview
Items in the Recycle Bin remain there until you decide to permanently delete them from your Web site, or until the items are permanently deleted after a set number of days, which is based on a schedule defined in Central Administration. When you delete an item from a Web site, the item is sent to the site’s Recycle Bin. If you click Recycle Bin on the Quick Launch, you can see all of the items that you’ve deleted from your site. You can either restore or delete the item from the Recycle Bin. When you delete an item from the Recycle Bin, the item is sent to the Site Collection Recycle Bin.
1. End-user deletes the Agenda document from a document library.
2. The document is moved to the Recycle Bin for the site, where people can restore it or delete it.
3. If the file is deleted from the site Recycle Bin, it is sent to the Site Collection Recycle Bin, where an administrator can restore it or delete it permanently.
The Site Collection Recycle Bin gives the administrator of a site collection greater control over deleted items by providing you with a second stage safety net before an item is permanently deleted from a site. By default, a second stage Recycle Bin stores items that you delete from your Recycle Bin. When you delete an item from your Recycle Bin, the item is sent to a second stage Recycle Bin that the administrator of the site collection manages.
The Recycle Bin is enabled in a site collection by default, and is configured in Central Administration at the site collection level. When enabled at this level, the central administrator can specify how long items remain in the Recycle Bin before the items are emptied. The central administrator can also disable the second stage Recycle Bin, or disable the Recycle Bin in a site collection altogether.
As a site collection administrator, you can view and manage deleted items across a site collection from the Site Collection Recycle Bin page. From this page, you can view items that are currently in a user’s Recycle Bin and items that a user has deleted from his or her Recycle Bin (which is the second stage Recycle Bin). Users who delete an item in the Recycle Bin can contact you to restore the item back to its original location as long as the item hasn’t exceeded the original deleted date that the central administrator set. By default, items in the Recycle Bin are deleted automatically after 30 days. Regardless of whether or not an item is sent to the users’ Recycle Bin or to the Site Collection Recycle Bin, items are deleted automatically after the number of days that the central administrator specified.
View items in the Recycle Bin
- On the top-level site, click the Site Actions menu (or the gear icon in newer versions of Sharepoint) , click Site Settings, then click Modify All Site Settings.
NOTE: On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view.
- On the Site Settings page, in the Site Collection Administration section, click Recycle bin.
- On the Site Collection Recycle Bin page, in the Select a View section, do one of the following:
- To view items that the user has sent to the Recycle Bin, click End user Recycle Bin items.
- To view items that the user has deleted from the Recycle Bin and has sent to the Site Collection Recycle Bin, click Deleted from end user Recycle Bin.
Delete items in the Recycle Bin
- On the top-level site, click the Site Actions menu (or gear icon), click Site Settings, then click Modify All Site Settings.
NOTE: On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view.
- On the Site Settings page, in the Site Collection Administration section, click Recycle bin.
- On the Site Collection Recycle Bin page, in the Select a View section, do one of the following:
- To view items that the user has sent to the Recycle Bin, click End user Recycle Bin items.
- To view items that the user has deleted from the Recycle Bin and sent to the Site Collection Recycle Bin, click Deleted from end user Recycle Bin.
- Select the check box next to the items that you want to delete. To select all of the items at once, select the check box next to Type.
- Click Delete Selection.
NOTE: When you view items in End user Recycle Bin Items, the items that you delete are sent to Deleted from end user Recycle Bin.
Keep in mind that only the Site Collection administrator can permanently delete all of the files from the Recycle bin and free up the storage space.
8 Benefits of Using Collaborative Software in the Cloud
Cloud technology was a global phenomenon just a few years ago, but it is now integral part of business operations. The cloud has been particularly helpful to companies that use collaborative software like Microsoft Office, specifically Excel and Access, as it allows for safe, quick and encrypted access to potentially sensitive data — from anywhere in the world.
If you are contemplating moving your collaborative software to the cloud, there are eight very clear benefits of doing so.
1. Reduced Hardware Costs
The cost of purchasing and installing sophisticated IT systems can be considerable, particularly for startups and small businesses. But using the remote servers of a cloud provider like Access Hosting means companies and relatively small organizations can bypass these costs and save money. There is no systems maintenance or management cost, but just a fixed monthly subscription that makes financial planning simple.
2. Reliable Security Features
The use of collaborative software can pose significant security problems. Several users all accessing and sharing the same data via different devices is a situation with inherent risk. But cloud storage providers offer protection from all the latest viruses and malware. And depending on the provider, there may be the option of two-factor authentication at login. Most cloud providers offer automatic updates, which means businesses don’t need to pay IT specialists to update several physical servers and devices with the latest protection.
3. Remote Working
This brave new world of cloud computing is making the traditional office environment increasingly obsolete. Users with access to collaborative software in the cloud can view, share and update files from anywhere in the world with an Internet connection. That means you can collaborate in MS Access, Excel or even Quickbooks without having to physically be in the office. This can reduce costs, improve staff morale and boost productivity levels.
4. Reduced Operational Costs
Most businesses have fluctuating bandwidth costs, so there’s often a need to scale up and scale down capacity at short notice. Cloud storage allows businesses to pay for only the capacity they need, rather than wasting cash on excess storage and bandwidth.
5. Seamless Collaboration
The success of collaborative software — such as the many packages developed by Microsoft Office 365- relies on the ability to share, view and edit files in real time. Any updates made to files in cloud storage are immediately available to all users, so they’re able to make their own contributions in the knowledge that they have the latest information at hand. Best of all, our terminal services collaboration plans allow for developers to leave their MS Access Database as-is and move it into the cloud seamlessly.
6. Cost-Effective Disaster Recovery
Every business needs to prepare for the worst when it comes to data storage. A man-made or natural disaster has the potential to wipe out a business’s data in seconds, so having a plan to continually back up data — and restore lost data — is essential. However, this can be a complex and costly process, and it can put a huge financial and administrative strain on small organizations. Collaborative software in the cloud usually includes disaster recovery measures, saving businesses time and money. Access Hosting takes daily backups of our architecture and you can add individual file backups for as little as $20/month.
7. Improved Competitiveness
Small businesses often struggle to compete financially with their larger competitors. Collaborative software in the cloud can level the playing field in this respect. Cloud computing is cheaper than installing and maintaining physical IT infrastructure, which makes it possible for smaller organizations to be competitive within their industries.
8. Restricted Access Based on Security Clearance
In an organization with hundreds of employees, it is inevitable that certain people will need to access sensitive files that aren’t for general consumption. Providers of cloud-based collaborative software offer varying levels of user access, so sensitive data remains private.
Cloud technology gives businesses flexibility, reliability and simplicity — and cuts the cost of doing business. This is why more and more organizations are transferring their collaborative software to the cloud.
Getting Started with an Access Wep App in Sharepoint
Note : This article is written for an Access 2013 web app using Access Hosting’s Sharepoint 2013 Enterprise plan, you will need Access 2013+ and this subscription configured for Access services.
Access 2013 introduced a new way to make a database available in the browser, called the Access Web App. This first article focuses the general features and points for consideration when developing your Access database.
With the release of Access 2013, you can create now create two different types of database applications, the first is the traditional desktop database. This has traditionally been called an Access database and consists of one or more files stored on your computer, network, or remote server with Access or the Access runtime installed so that you can open and operate these databases.
The second type of database application you can create is called a 2013 web app (not to be confused with the Sharepoint 2010 Web Database). These Web Apps can only reside within Sharepoint 2013 Enterprise or newer. They are not created and do not reside on your local computer.
No need to publish design changes!
A web app is cleverly designed so that everything is hosted on Access Hosting’s private cloud, so while you are using a desktop copy of Access to work on changing your design, all the changes you make once saved are automatically saved up to our Sharepoint solution. This means that there is no publishing process, but it also means that you can’t easily undo your changes (or mistakes). Keeping a backup of your own work is very important, but Access Hosting also backs up your entire site collection (not just the web app) every night so we can restore your entire site from a major blunder.
Your web app can be placed in your personal folder in Office 365, or created in a Team Site/Subsite. Team Site/Subsites allow for you to both collaborate with other licensed users and what are known as external users. An external user is someone with a FREE Microsoft Online account (easily obtained), and you are allowed between 500/10,000 external users depending on your subscription.
Access Web Apps run in your Browser
Access Web Apps run in your browser. This is where most of your users will interact with your application. Web Apps do not have the same robust design features as traditional desktop based applications. When designing a web app you will find yourself switching between your installed copy of Access on your desktop computer and the runtime browser window. You’ll have to have Access installed on your computer to make changes and design the Sharepoint Web App, but will often want to reload your browser to see your changes take effect and to visualize the end user experience.
Simplified Design Tools
The MS Access interface used to design web apps is very different than the traditional design tool so you will need to spend some time getting used to the new interface. It is relatively simple and offers standard form views and formats to get an Access web app up and running quickly in Sharepoint.
Tables and Lookups
When designing an Access Web App, it helps to forget everything you already know about designing a traditional ms access desktop database application.
Web Apps do not have the customization options and power of a traditional access application (if you have a powerful Access application developed for the desktop, you can look at our Remote Desktop hosting which lets you leave your robust database application or custom software as-is while you move it to our private cloud). Don’t worry though, your ms access database still stores data in tables. In an Access web app, you can easily jump from table to table using the navigation included on the left pane of the browser. Tables can be re-ordered, hidden, have the captions changed and a graphical icon changed. This acts as the primary method of navigating between parts of your application.
You relate your tables together using a lookup. For those familiar with desktop databases then think of a web app lookup as a combination of desktop lookups and table relationships. There is no place in the web app to view all the lookups together, these are managed individually as part of the table design process.
Once tables are linked by lookups, Access will automatically create views of the data which link the data together using the lookups. For example in an order processing system, an order will have a lookup to a list of products in that order. Access will then automatically create a view including a list of related orders for each product.
If you don’t use lookups, then you will miss out Access saving you time by the process creating views of your data automatically. Once you have these different views of your data, you will find that some of them are exceptionally useful for viewing data from a different perspective. If you find something that you don’t like, you can remove it that view from the web app.
Views for displaying your data
When you select a table, then on the top right of the main screen area next to the table selector is the View Selector for the chosen table. Microsoft Access will automatically create a List (Details) View and Datasheet View (Big Excel Sheet). You can then add to, remove, re-order, re-title and change the views.
Easy Data Search
The default List View comes with a built in search bar feature. By default, your web app will search every field for whatever you type in. Once again, Access does all the hard work for you.
Restrictions on Primary Keys
A web app only supports one kind of primary key which is an auto-incrementing number (this is similar to the Autonumber data type found in a traditional desktop database and the Access Web Services 2010 primary key restrictions). The key field will automatically be named ID, but you can rename it.
Working with Existing Data
Access has great features for importing data, but you should note that upgrading a database to a Web App is very much starting from scratch; You can import your data into your web app, but you will have to design all your views, reports, forms, and other functionality from scratch (mainly because web apps can’t do everything that a desktop database can). Before you try an import an existing desktop database, make sure that you change your desktop database so that every table has an autonumber primary key, and every foreign key is a long integer. If you don’t do this then you will run into problems.
Certain legacy data types are not supported, and those fields will not be imported. OLE Objects and Attachments are not supported. Instead there is a new Image data type which supports .gif, .jfif, .jpe, .jpeg, .jpg, or .png formats (notice that the bmp format is not supported).
If you have data in Attachments or OLE Objects, then these will need to be extracted and held outside the database in separate files, the exception is for supported image formats in
Data stored in SQL
The web app data is held in a SQL database on Access Hosting’s servers, these are automatically managed as part of your Subscription and hosting plan. You can create as many web apps as you like with our plan and are only restricted by storage (which can be upgraded at any time).
Programming Macros
To program a web app you use macros (VBA is not supported!). There are two different kinds of macros. User Interface macros manage how a user interacts with you application interface. Data macros are used to perform operations on your data.
Connecting your Web App to a Desktop Database
While Access Web Apps DO NOT support VBA programming or provide a browser based reporting capability, you can use the Access Desktop application to link to your data online to perform more complicated actions. You can quickly and easily connect to your Access Hosting Web App to create reports and more. Check out this tutorial and video on how to use this feature.
Picking between Access 2010 Web Databases and Access 2013 Web Apps
A lot of casual Access users don’t realize the immense differences between SharePoint Access 2010 Web Services and Access 2013 Web Apps. Access 2010 Web Services actually has a lot more features and is grander in scope than Access 2013, but it also has it’s limitations (and reporting never fully worked on Office 365 or BPOS) so it was scrapped and completely redesigned as Web Apps for SharePoint/Access 2013. Basically Access 2010 Web Databases are dead in favor of Access 2013 Web Apps. Hopefully this post will help inform you about their differences and help you pick which type of Access Web Database works best for your business.
The Power of Access Services 2010
The awesome thing about SharePoint Access Services 2010 is the way that you can easily build one database entirely in Access and as long as you keep passing the web compatibility checker, you can publish from this one file and have all the power of a hybrid application. All your web forms, client reports, and client forms are all contained in one file that is hosted on Sharepoint. It has built in support for working offline from Sharepoint and resycncing when you connect again online and inherently supports multiple concurrent users. The power of the hybrid access database seems to have been too grand of an idea because it’s complexity is very demanding on SQL reporting services and was never something that worked on Microsoft old Business Productivity Online Standard Suite or the first iteration of Office 365. Whether it was the processing requirements of the Access 2010 hybrid application, Sharepoint list architecture or just the simple fact that they could never get SQL reporting services to work, Microsoft decided to abandon this Web Database design for Access 2013 in favor of the Access 2013 Web App. Access Web Databases
Unlike the 2013 web app which requires you to build an entirely new Access Application, Access 2010 Web Databases let you tweak an existing database to be Sharepoint web compatible so that you can publish them online. This means that if you have an older database with a bunch of useful client forms and reports, you can still get the entire file backed up and working online and while these client forms won’t work in the web browser, users will still be able to sync changes and use them if they open the database in Access. You also have the benefit of being able to supplement your Access database with browser based forms and reports as you build them in your 2010 app. Of course 2010 has it’s downsides as well. It does not allow the use of VBA code and as we’ve stated earlier, Microsoft has abandoned this idea of a hybrid Access application in favor of the easier to host model in 2013.
Technical differences between Access 2010 Web Databases and Access 2013 Web Apps
The big change between these two technologies is the architecture and where the data is stored. Both 2010 web databases and 2013 web apps require SharePoint (although different versions) However, 2010 stores the tables and application in a custom SharePoint list type, while 2013 stores them in SQL Server tables. This change in architecture means that 2010 web databases are completely incompatible with 2013 web apps.
If you create a 2010 web database there is no upgrade path to Access 2013. You cannot convert a 2010 web database to a 2013 web app. You can easily migrate your data (table structure and data) from a 2010 web database to a 2013 web app, but the application (forms, reports, etc) will all have to be rebuilt from scratch. That’s pretty much the problem with Access 2013 web apps to begin with. You have to pretty much start from scratch building all of your forms/reports in Sharepoint 2013.
Both require SharePoint Access Services, but 2010 uses Access Services 2010 while 2013 requires Access Services 2013. These services are very different and incompatible. However, you can have both Access Services 2010 and 2013 running on the same SharePoint site so you can host both access 2010 web databases and 2013 web apps alongside each other. Lucky for you this is exactly what Access Hosting does with its Access Services 2010 and 2013 offering!
Access 2013 Web Apps
So the bad news is that if you’re interested in building an Access 2013 App, you’re pretty much starting from scratch (other than saving your data and tables). You will have to build every new form and query for your 2013 Access Web App. Another setback is that Access 2013 does not allow for any reporting to be conducted in the browser – all reporting requires Access 2013 to be installed on a person’s computer and connected to the SQL table storing your Access Web App via ODBC. Here’s a helpful post about how to connect your web app to an Access 2013 desktop frontend.
If you’re starting a new Access project though, it makes sense to use the most up to date software and if you are an experienced Access Developer there’s a lot of tricks that you can do to use Access 2013 Web Apps to add browser functionality to an already robust app. By creating a client/desktop Access 2013 frontend and connecting via ODBC you can utilize VBA code and other more advanced functionality and while this functionality isn’t available in the browser you at least have the benefit of all being connected and using the same raw data and tables.
If you’re interested in testing Access 2010 Web Databases or Access 2013 Web Apps, Access Hosting offers a free 30 day trial on servers that are running both services. Plans include 10 users and are only $99/month. Additional users and storage can be added to any of these base plans.
How to create an MS Access 2013 Web App from within Sharepoint Enteprise
Creating an online MS Access Web App is simple with our Sharepoint 2013 Enterprise Plan. If you’ve just signed up for a free trial or if you’re wondering how to get started creating Access Databases online, you’re at the right tutorial!
The first step is to login to your Access Hosting Sharepoint 2013 Website (typically this looks like yourname.accessontheweb.com). So type your web address in a web browser (we highly recommend Internet Explorer or Firefox for the best sharepoint compatibility) and login with the credentials that you received from Access Hosting. Once you login, you should see the standard Sharepoint 2013 homepage.
The next step is to create an Access Web App. Click the gear in the top right and select “Add an app” from the dropdown menu. This will take you to a listing of all the Sharepoint 2013 apps that you can create. Access Web Apps are actually on one of the last pages, so it’s easiest to just search for “access”.
Click on the Access App button and create a name for you new web database.
Click create to start building your web app on Sharepoint.
Once your app has been created it should appear in your Lists, Libraries and other Apps on your Sharepoint Intranet Site. The MS Access web app that you created should be marked as new! Click on your newly created app.
You will be prompted to login to your MS Access Web Database. Enter your login credentials that you received from Access Hosting.
There you have it! You have successfully created an MS Access Application on Sharepoint 2013. The next step is to actually open the App and start building tables and web forms that work in the browser!
How to connect to your Access Web App
If you are using our Sharepoint 2010/2013 Enterprise Solution with Access Services you have the ability to publish your web database to Access Services 2010 or create an Access 2013 Web App in Sharepoint. The problem with SharePoint 2013 Web Apps is that you cannot create and run reports on your data in the browser (like in 2010). The solution is to create a desktop Access frontend that connects to your webapp’s data. Here is how you connect to your MS Access 2013 Web App with Access Hosting.
How to Report on your Access Web App from MS Access:
1. Go to your Web App in Sharepoint (on accessontheweb.com) and click the “customize in Access” button to download an accdw file.
2. Open and log into your web app by opening the accdw file downloaded from your Access Hosting Sharepoint site.
3. Go to File->Connections (be sure that Read-Only Connection is checked) and click on Manage->View Read-Only Connection information. Make a note of all the connection data.
4. Be sure to record all of the data shown in this connection information
5. Under Report on My Data, click the create reports button
6. This will prompt you to create a new access frontend file. Name the file and save.
7. The connection will fail because the server name is not a valid web location – so you will be prompted for the SQL connection information. Change ahcombo1 to your Sharepoint site collection url WITHOUT http:// (i.e. example.accessontheweb.com)
8. A new access file should open that acts as you frontend to your Access 2013 Web App. You can use this frontend to create reports and other frontend forms and tools!
Sign-up for a Free Sharepoint Access 2013 Web App Trial to try it yourself!
Connecting to your Access Web App with SQL Management Studio:
You can use the power of MS Access Services 2013 and Sharepoint to connect to your backend MS Access Web App directly using SQL Server Management Studio. Watch the video above or try the more detailed steps outlined below for an ODBC connection.
1. Go to your Web App in Sharepoint (on accessontheweb.com) and click the “customize in Access” button to download an accdw file.
2. Open and log into your web app by opening the accdw file downloaded from your Access Hosting Sharepoint site.
3. Under Connections, Click Manage and Select Enable Read-Write Permissions. (Note – If you select Enable Read Write Permissions again, you will disable Read-Write Permissions. When you turn on Read Write Permissions again in the future, the password will change.)
4. Once Read-Write Permissions are Enabled, click the Manage button again and select View Read-Write Connection Information and the below dialog box will pop up. You will need to reference the permissions below to setup the ODBC connection. Note the connection information and copy over to notepad.
5. If you don’t already have SQL Native Client 11.0 Driver, you’ll need to download and install them. Install and SQL Native Client 11.0 driver from Microsoft SQL Server 2012 SP1 Feature Pack. Don’t download the entire package, you only need on file which is the sqlncli.msi. You can download the file here: http://www.microsoft.com/en-us/download/details.aspx?id=35580.
6. Once downloaded, double click the file to install the SQL Native Client 11.0 driver.
7. To create the ODBC connection, launch ODBC Data Source Administrator by clicking your Windows start button and search for ODBC. Select the Data Sources (ODBC) file that comes up.
8. Click on Add to create a new data source. Select SQL Server Native Client 11.0 and then click finish.
9. Enter Any Name and Description to describe your ODBC connection. For the Server enter the domain of your Access Hosting SharePoint site but DO NOT enter the http:// (so enter something like example.accessontheweb.com). Click Next.
10. Reference the View Read-Write Connection data that you pasted into Notepad from your Access Web App earlier. Enter the User Name information in the Login ID and the Password in the Password field and click next.
11. Check the box Change the default database to and enter the Database Name from the View Read-Write Connection Information from your Web App and click next. Click Finish.
Sign-up for a Free Sharepoint Access 2013 Web App Trial to try it yourself!
Looking for Access Web App Development? WorksmartDB
We get a lot of requests for Access Development services here at Access Hosting, but our specialty is building hosting solutions and online architecture not coding in Visual Basic or developing cool Access Apps. We are happy to announce that we now have a great resource and Access Developer that we can recommend in Andy Tabisz of Worksmart Database Masters. If you’re looking for an Access Developer, Andy is a great resource. Best of all, Andy is an expert at Access 2013 Web Apps and is a long time customer of Access Hosting who is familiar with all of our hosting plans.
Worksmart’s website offers a great free eBook about developing Access Databases and making your business work more efficiently. Andy’s Free Access Strategies eBook is a free step-by-step ebook showing users how to fix 18 real-world issues, including merging customer lists, creating an employee pictorial directory and tracking your time. You can download the book here from WorksmartDB’s website.
Check Our Access Database Uptime on Access Hosting
We recently stumbled onto a great uptime monitoring service to better service all of our access database servers and customers. This service will let you easily check if your Access web databases are online and available on both our SharePoint Access Services plans and our Remote Desktop hosting plans. This is a great tool for us to make sure that our uptime is to our high quality standards of 99.9% and for you to check if the problems that you are experiencing are just related to your username or Sharepoint site or is a wider issue for everyone on the server.
How to add users to your Access 2013 Web Database
Here’s a video demonstrating how to add new created Active Directory users (that paid hosting plan customers can request via our helpdesk) to your SharePoint 2013 and Access Services 2013 database.
Posted in Access 2013, SharePoint 2013, Video Tutorial
Tagged Access 2013, Access on the Web, Microsoft, sharepoint 2013
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Using a SharePoint 2013 Foundation List as an Access Backend
We are happy to announce the availability of low-cost SharePoint foundation hosting plans. These plans start at only $99 a year and while they do not have the publishing features of Access Web Services, these SharePoint 2013 plans are still great for Access Developers. You can use SharePoint Lists as you backend and easily have anonymous website users add information and input data using SharePoint’s list functionaliy without having to pay per user enterpise license fees. Watch the video below to see the type of Access development and features that we’re talking about:
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