Prepping Access for Deployment with John W Colby

Ever wished you could quickly toggle between developer-friendly settings and secure deployment configurations without hunting through Access menus?

John W Colby recently demonstrated his lightweight deployment preparation tool to the Access Pacific user group, sharing a utility he's been refining for over 25 years. The presentation covered a simple two-form application that allows developers to easily modify critical database properties like startup forms, bypass key access, and database window visibility. While the tool itself is straightforward, the discussion evolved into broader topics about deployment strategies, version control, and collaborative development approaches using modern platforms like GitHub.

Whether you're looking for a quick solution to deployment property management or interested in exploring collaborative development workflows, this session offers practical insights from an experienced Access developer.

The C2DB Properties Tool

Core Functionality

• Two-form application: File selection dialog and property management interface
• Property management: Toggle startup settings, security options, and display preferences
• External storage: Creates separate database to store configuration settings
• Point-and-click operation: No need to navigate through Access menus

Key Properties Managed

• Startup form selection
• Show/hide database window
• Allow/disallow full menus
• Enable/disable special keys (Ctrl+Break, etc.)
• Bypass key functionality
• Custom properties like version numbers and copyright information

Technical Implementation

Architecture Approach

• Separate backend: Tool creates its own database with linked table for settings
• Remote database access: Opens target database programmatically to read/write properties
• Property persistence: Changes written back to target database properties collection
• Development vs. deployment: Easy switching between developer and user configurations

Workflow Process

1. Select target database using file browser
2. Tool creates companion database (original name + "personal")
3. Double-click to open property management form
4. Toggle desired settings via checkboxes
5. Click "Write Properties" to apply changes
6. Settings persist in target database

Property Types and Customization

Built-in vs. Custom Properties

• Standard properties: Access recognizes and uses built-in startup properties
• User-defined properties: Can create custom properties like version tracking
• Property collection: All stored in database's properties collection
• Extensibility: Tool could be modified to handle additional custom properties

Version Management Features

• Version bumping: Built-in capability to increment version numbers
• Date tracking: Custom date created and last updated properties
• Copyright information: Ability to add legal and ownership details
• Client-specific data: Any custom metadata relevant to deployment

Deployment Considerations

Security Settings

• Bypass key control: Critical for preventing end-user access to design mode
• Special keys: Disable developer shortcuts in production
• Menu restrictions: Limit user access to potentially dangerous functions
• Database window: Hide backend structure from end users

File Management

• Date modified impact: Property changes update database file timestamps
• ACCDE compatibility: Tool works with compiled Access applications
• Design-time caution: Avoid saving forms after testing with modified properties

GitHub Integration Discussion

Version Control Possibilities

• Repository storage: Potential for storing tool and documentation on GitHub
• Public access: Direct download links for PDFs and database files
• Collaboration opportunities: Community contribution to tool enhancement
• Documentation sharing: Blog posts and white papers for deployment strategies

Technical Limitations

• Binary file challenges: Access databases don't diff well in version control
• Text-based alternatives: RTF or other formats might work better for collaborative editing
• Template approach: Using ACCDT files that unzip to folders for better version control

Future Enhancement Ideas

Potential Improvements

• Add-in conversion: Transform into proper Access add-in for easier distribution
• Class-based implementation: More robust object-oriented architecture
• Additional properties: Expand beyond current startup/security settings
• Batch processing: Handle multiple databases simultaneously

Community Collaboration

• White paper development: Collaborative documentation of deployment best practices
• Code sharing: GitHub repository for tool improvements and variations
• Knowledge sharing: Platform for exchanging deployment strategies and techniques

Practical Applications

Development Workflow

• Quick toggling: Rapidly switch between development and production modes
• Testing preparation: Ensure proper settings before client delivery
• Version tracking: Maintain deployment history and change logs
• Quality assurance: Standardized checklist for pre-deployment verification

Client Delivery

• Professional appearance: Hide development artifacts from end users
• Security compliance: Prevent unauthorized access to database structure
• User experience: Streamlined interface without developer distractions
• Support efficiency: Clear version information for troubleshooting

Conclusion

John's C2DB Properties tool demonstrates how a simple utility can significantly streamline the deployment preparation process. While the tool itself is lightweight, the discussion highlighted broader themes about modern development workflows, version control, and collaborative approaches to Access development. The session reinforced the value of community knowledge sharing and the potential for evolving traditional tools using contemporary platforms.

Recording

The full recording is available on YouTube:

Join Live!

Want to get even more out of these presentations? Join the live Access User Group events! The next upcoming events are listed on the AUG Event Calendar.

Attending live gives you the opportunity to:

• Interact directly with presenters during Q&A sessions
• Network with other Access developers
• Share your own experiences and challenges
• Get immediate answers to your specific questions
• Participate in group discussions

With multiple user groups across different time zones (and languages!), you're sure to find a meeting time that works for your schedule.

Acknowledgements

• Base cover image generated by FLUX-schnell
• Initial draft generated by Claude-Sonnet-4