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Access/SQL filter question

Posted on 2014-04-01
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Last Modified: 2014-04-03
Hi Experts,

I got a request to provide an option to filter for an existing report for all employees that did work within the last 3 months or for all employees that didn't work within the last 3 months, however my concern is as follows, since the data (to filter) is to be taken from a scheduling table that contains a large quantity of records (over half million), if I would just add to the forms/Report filter "where EmployeeID in/not in (Select employeeid from scheduletbl where day > date()-90)" it will freeze...
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Question by:bfuchs
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LVL 59
ID: 39970595
Bad idea....in general, stay away from sub-queries if at all possible.   What your doing then for *every* row is running a query.

You'd be far better off to do a query on the schedule table, with the Date()-90 check and a SELECT DISTINCT returning only the EmpID, then join this to the report query using an outer join, and a check for Not Null on the EmpID field from that "table".

Jim.
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by:bfuchs
ID: 39970646
Hi Jim,
Yeah, what you're describing is exactly what I do when I know this is what the user always want...however in this case, this is just an option they want to add to the existing filter options...and for the most part it will not be looking for scheduling data at all,  Therefore I am wondering what is the ideal way of dealing with such...Are you saying that I must change the record source according to what the user decides to filter?
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Expert Comment

by:Sharath
ID: 39971469
Tri with EXISTS clause instead of IN. Do you have index on EmployeeID and Day columns?
where exists (Select 1 from scheduletbl as t2 where t1.EmployeeID = t2.EmployeeID and day > date()-90)

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LVL 59
ID: 39971867
From your question, it sounds like the same query to me in either case.

In one, you check for EmpID being null (meaning not worked in the last 90 days), and in the other not null (meaning they worked in the last 90 days.

If your don't care if they worked or not, then EmpID can be null or not null.

Jim.
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Author Comment

by:bfuchs
ID: 39973158
@ Sharath,
I can give it a try, however highly doubt it would run in an acceptable phase, as it will still have to run it for every single row, the way Jim described above..

@ JDettman ,
This is a form that is based on a join of 3 tables,  and in total have about 15K records, now one of them has a field EmployeeID that we are talking about..
here is the issue, if I will join these with the huge Schedule table, the performance will suffer badly, let alone the fact that we need to do a distinct on that schedule table...

One more thing to add, those 3 tables are access based, only the huge schedule table is  in SQL, therefore I cant even count on the sql server to perform this task..
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Accepted Solution

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Jim Dettman (Microsoft MVP/ EE MVE) earned 2000 total points
ID: 39974696
<<here is the issue, if I will join these with the huge Schedule table, the performance will suffer badly, let alone the fact that we need to do a distinct on that schedule table...>>

 I think you'll be surprised, especially if the EmpID and date is indexed in SQL.

 But you'll be really surprised if you build a view in SQL as I outlined.   You will not get a huge table back, but one row per employee, which is what your joining to.

Jim.
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Author Closing Comment

by:bfuchs
ID: 39976737
Thanks Jim,
Initially it did froze, waited till the end of the day, then created an index on the employeeid field, and that took care of the problem.
(Just hope that will perform as well tom when there are multiple users logged into the server)
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