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How do I sync an Access table with multiple Palm users?

Document ID: 13374	<< Back
Last Reviewed: 1/26/2009 This document applies to: SmartList To Go Win 3.5 SmartList To Go Win 3.0
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Question:

How do I sync an Access table with multiple Palm users?

Answer:

These are the basic steps for synchronizing an Access table with multiple Palm users:

1. Create a new SmartList, or start with a SmartList with no records.
2. Design the SmartList's fields, forms and views.
3. On the Data Link tab, create an Access Sync Configuration.
4. Sselect an Access database and table, then click the "Users" button at the bottom of that screen to add additional Palm users.
5. Finish setting up the Sync Configuration. At this point, the SmartList will be copied to each user's folder and will be queued for installation on the next HotSync for each user.
6. HotSync with each user and the SmartList will appear with data on each user's handheld.

One trick here is to let the Sync Manager create the fields for you. Do this by creating the Sync Configuration for only your main user and immediately delete the Sync Configuration. This will leave you with a new SmartList with the fields created that match the Access table. Design the form/views/etc. of the SmartList and then re-create the Sync Configuration selecting the additional users. This will cause all users to get the designed version of the SmartList.

NOTE: Once a SmartList is being synchronized for a user, it is not a good idea to copy (beam, manually install, etc) that SmartList to another user who is also syncing with Access. This can cause duplicate records. If you need to copy a SmartList between users, you should first remove all data records and set the Sync Configuration to Desktop Overwrites Handheld. Another solution is described below.

If you make design changes to the SmartList after this, there are extra steps you need to take to ensure all users get the design changes and no users get duplicate records. This are the easiest way to make these changes:

1. Delete the SmartList for the extra users from SmartList To Go on the Desktop.
2. For the main user, delete the Sync Configuration if it still exists.
3. Make the design changes to the SmartList.
4. Re-create the Sync Configuration with Access and choose the additional users.
5. This will cause the updated SmartList to be queued for each user.