Create a New Search Profile that Uses an Access Database

The procedures here describe how to create a new search profile that uses an Access Database.

If you are creating a new search profile in a network installation, make sure you log on with the appropriate privileges to be able to save and edit the search profile. In network installations, restrictions on who can create and/or edit search profiles may be imposed to ensure the integrity of OL Connect Search databases. See Database Considerations in a Network Installation.

Caution: Though an Access Database can be located on a network drive, it should never be shared between multiple search profiles or multiple users. Doing so will most likely corrupt the Access database or simply not work as Access databases are meant for non-concurring use.

To create a new search profile that references a Microsoft Access database:

  1. In OL Connect Search, choose File | New | Access Profile.

    The New Profile dialog box appears.

  2. In the New Profile dialog box, navigate to the folder in which you want to save the new search profile, enter the name under which you want to save the new search profile and click Save.

    OL Connect Search prompts you to specify a folder in which to create the database.

  3. Click OK and use the Select Directory dialog box that OL Connect Searchdisplays to select the folder in which to create the database. You can enter the path in the Selected folder box, or use the Current drive and Folders list to navigate to the folder.

    In a standalone installation, the folder must be one for which the user has both read and write access. For optimum performance in this case, a folder on the local drive is recommended.

    In a network installation, the folder must be one to which all users have read access. It is not necessary for the folder to be mapped on individual user computers but they must be able to access it through its Universal Naming Convention (UNC) file name (\\servername\sharename\path\filename).

    The default folder for the database is the OL Connect Search program folder.

  4. In the Select Directory dialog box, click OK.

    If the folder you selected already contains a database, OL Connect Search prompts for confirmation to delete it (OL Connect Search reserves the name archives.mdb for all the Microsoft Access databases it creates; thus it cannot create a new database in a folder that already contains an archives.mdb file). Click Yes to delete the existing database and create the new one, or click No to cancel the operation and return to the Select Directory dialog box to select a different folder.

    If the folder you specified does not exist, OL Connect Search prompts for confirmation to create it. Click OK to have OL Connect Search create the new folder and create the new database in that folder, or Cancel to return to the Select Directory dialog box and select another folder.

    Once OL Connect Search creates the empty Microsoft Access database, archives.mdb, in the database folder, it updates the search profile to point to that database, and returns control to the OL Connect Search Program window.

  5. If necessary, adjust the options for this search profile. See Set User Options.

  6. Build the database for the new search profile. See Build the Contents of a Database for the First Time.

  7. Choose File | Save to save the search profile.