The Rainbow Diary^® & Planner - FAQ's

Frequently asked questions

What's a front and back end?

When Access is used over a local area network the developer usually splits it into two databases.  The back-end is a full Access database but all it holds is the tables; it resides in a folder on the server.  On each users PC you install a front end database.  This is also a full Access database with all the forms, queries, reports and VBA code but no tables.  The front end is linked to the back end by an Access utility called the table linker.  Linking is a simple point and click process which takes at most a couple of minutes.  Once linking is complete you can open the tables in the back end by clicking on the table icons in the front end. The tables open immediately just as if the database was a stand-alone system operating on the C drive.

Can the diary work as a stand alone system on a single PC or laptop?

If the network fails will we be able to see the diary?

No, but if the server is working you will be able to look at the diary on the server machine as if it was on your desktop. There is also a couple of back-up routines built into the Rainbow Diary which may help if this very rare situation arises.

Do we have to back up the diary?

You will not need to back up the front end of the diary but you MUST ensure that the back end database is backed up and a copy held off-site.  If the diary is a stand-alone version, then it must be backed up with the same frequency as the back end version.

Is there a maximum number of appointments per day that diary is limited to?

What's a workgroup?

The diary is organised by workgroups - these are natural units or collections of people, rooms or other items that have to be organised by time and date.

Will the diary slow down as it fills up with appointments?

Yes, but very slowly, most of the time the response time on a healthy and well maintained network will be less than 1 second.

What do we do if the diary slows down to an unacceptable response time?

Assuming that 100,000 appointments represents a busy 4 years, all you would do is to copy the diary into two systems, call one the diary up to year N and delete everything after the end of that year.  Mark the back-end as read only and store it away in a place where not too many people can see it. Take the other copy and delete all appointments prior to year N + 1 and call this the current diary.

Is there a SQL Server version on the Rainbow Diary?

We are working on one.

How many copies of the diary system can we make?

Each system is licensed on the basis of one back end database and as many front end databases as you like.  If you want three separate system you have to buy three licences.  You can make additional copies for the purposes of archiving but for no other reason.

Are there any limits imposed by MS Access?

Access is a desk-top database which, according to Microsoft, is suitable for 50 concurrent users.  We know of at least one installation where 80 people look at an Access database over a large network.  The important word here is 'look'.  Access may freeze if more than (and this is a guess) 10 people update an adjacent or nearby record simultaneously. We have to say guess because it depends on the probability of 10 or more people updating adjacent or nearby records in the database at the same instant of time, and how big the records are. The bigger the record size the lower the probability of a record being locked by another user who is updating the adjacent one. The probability of a locking conflict in a diary system is very low as each user spends very little time inserting or editing appointments

Is the database secure?

Some training may be required if you intend to install security. 

Isn't it safer to have a paper diary?

You have to be a betting man to answer this.  Given that there is only one copy of your paper diary and that there is at least two or more copies of your computer diary (assuming that you have done those all important backups) then the bookie will tell you that the computer version is the better bet.  Hmm, - maybe your thinking - but when was the last time that the network, the server and your PC went wrong simultaneously?

Do I have to have a copy of Access installed on the PC?

No, we can provide a fully licensed run-time version which will install a special copy of Access on your system. 'Special' means that you will not be able to create ad-hoc queries and reports and the Excel back-up routine may not be enabled.

Can the interface be adapted to meet our special requirements?

Yes but there will be an additional charge depending on the extent of the development work.

What are housekeeping routines?

Access has, from time to time, to be compacted.  This is because the back end or the front end are single files but as records are deleted or amended the file size grows. All you have to do is choose Tools/Database Utilities/Compact and Repair and Access does the rest.  During this process the indexes on all the tables and queries are optimised so that everything works more efficiently.  This routine should be carried out at least once a month.

What screen resolution will the diary work at?

It works best at 1024 x 768.  It will function at other resolutions but this one is optimum.

Why have 14 people in a workgroup, why not 12 or 20?

In order to show two lines of 8pt text per appointment and be able to print the diary page on a single sheet of A4, fourteen diary names is about the optimum fit. We also wanted to display the diary like a paper page so that you could see the whole day at a glance without having to scroll in either direction.

Why do you use the term Diary Names?

Because the diary is designed to be used with things that are not human such as rooms or vehicles.

Do Diary Names have to be unique?

Yes. If there are two people with the same name, one may have to make do with their initial in front or some other means of differentiating him or her from the other person.

Can the display finish at another time other than 7pm?

Yes, but this would need to be part of a bespoke system.

I've heard that Access isn't a reliable database system?

The classic Access database is written by the chap in the office who left last year after writing it in his spare time.  He was a whiz at Excel but now, somehow, the Access database keeps freezing, is slow to respond or keeps telling you that someone has just changed your data, "Do you want to save the changes?"  Access was the first desk-top database; it allowed the gifted amateur to have a go, but as we have found, it's not enough to have lots of enthusiasm.  If an Access database is based on a sound data model and is constructed with a proper skillset, it will be as good as any other database product.  It will not loose data and will work perfectly and efficiently 99.99% of the time.

I've heard that Access clogs up your network and slows everything down?

Utter balderdash!  This might have been true in 1991 when Access fist came out but LANS have come a long way since then.  Access will not clog your network, it will work smoothly and efficiently and will not disrupt the other network applications. It is a mature and well proven product with a massive installed base of satisfied clients.

Do I need to be registered in accordance with the Data Protection Acts to use the Rainbow Diary?

If you are already registered it is likely that you are already covered but it is always prudent to check.  If you are not, registered then you may need to.  Its a simple process, it costs £35 per year and you can register or find out more by visiting the Information Commissioner's site by clicking here

What happens when someone leaves and another person takes their place?

You create a leavers 2004(1) Workgroup and put them in it, in this way their appointments remain in the diary for reference.  If you want the person who replaces the leaver to carry on as the 'owner' of the 'old' appointments then all you need to do is replace the leavers name with the new persons name.

What are the hardware requirements to run the diary?