DeltaAccess a SQL interface to DELTA, the Description Language for Taxonomy, implemented in Microsoft Access 97, 2000, and 2002 (= XP)

Author: G. Hagedorn (name@gmail.com, please replace name with g.m.hagedorn)

If you are new to DeltaAccess, please read the short overview of DeltaAccess. If you wish to preview the features before downloading you can look at screen shots in the main preview and the HTML form preview. You can also read the complete User guide and documentation beforehand, either directly in your browser or after downloading it in the Windows 95 help file format. Note that sadly the help file refers only to the features of the version 1.6. See the "Whats new" sections below for changes introduced since the help file was finished.

Version 1.9 has two major aspects: 1) a very dangerous bug was fixed that could cause the data loss in text fields. Updating to 1.9 is therefore obligatory to all users of version 1.8. 2) Several features have been added or improved regarding images, multiple languages, or trees of character headings. Note that most of these features are primarily developed only insofar that they can be edited inside DeltaAccess and that web interfaces (i. e. software other than DeltaAccess itself) may use these features for reporting. For lack of time, the reports inside DeltaAccess could not yet been upgraded. For example, the natural language report inside DeltaAccess uses neither images, nor multiple languages, nor heading hierarchies. The version 1.9 is thus only a first step in implementing full functionality in this regard. See below for a more detailed list of changes.

Downloading DeltaAccess

Two versions of DeltaAccess are available for download. They are distributed as self-extracting archives and include the help file referenced above (i. e. you do not have to download it separately).

• Version 1.9 for Access 2000 and 2002/XP (= Access version 9 and 10). Current version, ca. 3 MB, identical with the distribution for Access 97, except for the version differences. Note: it seems to be unnecessary to distribute a separate Access 2002 version (as tested in version 1.7x). Please inform me, if you experience any problems using the Access-2000-version of DeltaAccess under Access 2002.
• Version 1.9 for Access 97 (= Access version 8). Current version, ca. 3 MB. Includes help file referenced above and source code.

Note that you must have installed a version of Microsoft Windows and the Microsoft Access (in a version corresponding to the DeltaAccess release) to use this software! Microsoft Access is part of "Office Professional", but not part of "Office Home" or "Standard". To unpack a self-extracting archive, use the Windows Explorer and double-click on the downloaded file. If you are upgrading from a previous version of DeltaAccess, first rename the old file ("DeltaAccess.mdb", "DeltaAccess_97.mdb", etc.) to another name to keep a backup of your project data. When you open the new version, you will be prompted to restore your projects from this backup file. See Installation and Upgrading for further information.

Notes on the support for multiple Microsoft Access versions

Instead of a single application file 'DeltaAccess.mdb' I now provide two versions (see above):

• DeltaAccess_97.mdb (for Access 97 with Service Release SR2)
• DeltaAccess.mdb (both for Access 2000 with Service Release SR1 minimum, and for Access 2002 with Service Pack SP1 minimum)

DeltaAccess is currently developed under Access 2002 but has also been tested with Access 97 and Access 2000. I strongly recommend, that you upgrade your Microsoft Access installation to the newest Service Pack available from Microsoft. At minimum you must upgrade to the Service Releases or Service Packs shown in the list above. Service packs or releases may already be included in the software you have bought (i. e. the installation CD already includes the service pack), otherwise they can be downloaded from Microsoft. You can check in the menu under "Help, About" which version and service release you are using.

Note that DeltaAccess itself can migrate existing DeltaAccess projects upwards to higher versions, but not downwards:

• DeltaAccess_97.mdb (running under Access 97): opens Access 97 and earlier databases (DeltaAccess 0.9 onwards)
• DeltaAccess.mdb (running under Access 2000): opens Access 2000, Access 97 and earlier DeltaAccess databases. However, it can not open DeltaAccess files that have been converted by a user to the Access XP file format. This will not usually be a problem, since most people will run DeltaAccess under Access XP in the Access 2000 file format in which it is distributed.
• DeltaAccess.mdb (running under Access XP/2002): should open everything

Thus, DeltaAccess_97 (Version 1.8) can not open a DeltaAccess_2000 (Version 1.8) database directly. However, it is possible to manually migrate your data back, e. g. if you are using a higher Access version and want to share data with a colleague with a lower version. You can find appropriate functions in the Access menu under Tools, Database utilities.

Do the following: Create a backup database file (named, e. g., 'YourProject2002.mdb') using the DeltaAccess backup dialog box (see help for more information). Quit DeltaAccess. Open the backup file with your Access version, and select from the menu: Tools, Database Utilities, Convert Database, then select "To Prior Version" if you have Access 2000, or "To Access 97"/"To Access 2000" if you have Access 2002. Enter a name, e. g. YourProject97.mdb. This file is now a valid backup file for the respective DeltaAccess version. Please refrain from attempting this procedure on your main DeltaAccess application file! Download an empty DeltaAccess distribution if you want to restart with an earlier version of DeltaAccess.

What is new in version 1.9? (Release: 30.3.2005)

• Fixed major bug (potentially leading to loss of data!): The previous version introduced a major bug in the Character editor. Changing the definition of a text character (type TE) seemed to work ok, but it had a side effect that all texts in the item description associated with this character are deleted. This is the worst bug in the history of DeltaAccess; it is the only bug so far that systematically created a loss of data. I sincerely apologize to the users affected by this bug.
• Import: The resolution of mixed or/and usage within one character was improved by providing a new "operator-modifier" option in addition to the previous "combined state" method. The options are selectable in the DELTA import dialog box, the new option has become the default. The old method created combined states for use of "and", which was desirable where and was used to express special cases, but not in the more frequent case that the default was "and", but occasionally an erroneous "or" was used.
• Label and Wording translations: Translation tables ("..._Translation") have been added for Char, CS, Modifier. The single-entry table ..._CurrentLanguage is prepared and intended for joins that simulate the base tables, but with a different current language. Furthermore, project properties may also be language-specific (e. g. for the title, description, etc.). Language independent properties like authors, project version, etc. should be set to language = '-'. For DELTA imports or existing DeltaAccess projects the import or restore method assumes that they are in English (because most users in my knowledge primarily use English). If your project is written in a different language, please manually open the tables after import and correct the language entries. Note that the translation tables do work in subset/view-projects, but are not restricted (i.e. they show all translations in the base project). It is not expected that this should cause any problems, since usually the display is already restricted to a single character, state, etc.
• Media resources/images: The Resource table has been completely redesigned. It was not "officially" supported in previous versions (i. e. not visible in the user interface), but could be used on the raw table level. Several DeltaAccess users had already used it to manage images for web interfaces. Such data from older versions will be maintained when upgrading to the revised structure. A simple editor has been added as a new tab on the Character editor. This leaves much to desire, it is only a rough first version...
• Heading tree: A hierarchy of headings can now be defined inside DeltaAccess, although this is not supported in the DELTA standard and can not be exported. In the ..._CHAR_Heading table a new field ParentHID added to allow several levels of hierarchy. Setting the ParentHID for headings defines that heading as a higher level in a hierarchy (or tree) of headings. Note that if children are defined for a heading, a heading can not be deleted (i. e. the child headings at the next lower lever are currently not automatically deleted with a parent.) The feature is primarily intended for projects that use DeltaAccess to produce internet web interfaces with local tools.
• Unchanging ItemID and HeadingID: Similar to CharID and StateID already introduced in DeltaAccess 1.8, new ItemID and HeadingID have been introduced. These IDs will never change (in contrast to the old IID/HID which would change when the sequence of items or heading was reorganized) and are therefore ideal if you want to refer to DeltaAccess objects from external databases or programs. These IDs are currently not the primary key but should replace the existing IID, HID, CID, CS in the longer run (which would then be renamed "DisplayOrder" fields because they would define only the display sequence). The old form IDs (CID, CS, IID, HID) must be maintained in the near future, however, because too much code in DeltaAccess is based on them and I lack the time to rewrite the entire program.
• "Mixed projects" deprecated: "Mixed projects", i. e. the character definition is a view to another project, the items and descriptions are created as tables, are considered deprecated (should be avoided) and are no longer supported in the user interface.
• Known Problem: If you have used mixed projects (i. e. multiple separate item tables use the same character tables) in previous versions, the upgrading may fail. Please contact me if you experience this problem. Importing projects with character and item subsets in any combination, all of which are views of the same base (table) project, causes no problems.

What was new in version 1.81? (Release: 23.5.2003)

(1.81 contains only bug fixes and cosmetic changes relative to 1.8, see there for a list for new features)

• Strict DELTA export: The standard DELTA export worked ok, but the "strict" DELTA export (intended for improved compatibility with the CSIRO DELTA programs) was completely broken in 1.8 and produced basically garbage. Please excuse the problems that this has caused!
• Multiple blanks and new-line characters in character names in DELTA files: A bug occurred when importing DeltaAccess-DELTA export files created in earlier versions of DeltaAccess, if the data contained multiple blanks in CHARACTER NAMES. Multiple blanks and new-line characters were allowed in earlier versions, but are restricted now. The restriction is intended as a clarification, helping to avoid creating pseudo-formatting using blanks and new lines, which would be ignored by html or xml reports.
• Item Abundance: The data field is still present and the DELTA directive is still imported, but the use of Item Abundance is deprecated (i. e. you should avoid using it). The field has therefore been removed from the item editor.

What was new in version 1.8? (Release: 20.12.2002)

• New type of subset project introduced: When you create a linked project and select both the character definition and item subset options (check boxes) a new option appears in the lower left corner labeled "Character subset options". You can choose between the "direct" mode (this was the only mode in all previous versions of DeltaAccess) and an automatic character subset definition mode "used char.". The option is not explained in the help file, but a message box opens when you select the option, explaining: "Selecting the 'used characters' character subset option causes the subset to contain only characters and states already scored or filled in at least one item in the subset. Use the base project to add states to an item to make them available (some people use special template items). The subset type creates comparatively slow projects and is primarily designed for the use of HTML forms over the internet." Note that this is currently the only option available to restrict both characters and character states in a subset. If you want to obtain a subset that automatically restricts to used characters, but not to used states, you can open the <subset-projectname>_CS query manually in Access and remove the join to the CS_Subset.
• Editing item and character subset projects: The subset (item or character) implementation had to be changed because of problems that occurred when trying to remove character state scores in the item description editor. The new implementation using a join was theoretically more efficient, but the problems could only be solved using an implementation using subqueries instead of joins. The problem went undetected for quite a while, because it only affected newly created subsets, but not projects upgraded from previous versions of DeltaAccess.
• Unique character state names: Character state names are now required to be unique within a character. This is important, since in many user interface situations (e. g. on the internet) the user will only see the character state name, but not the code number of that character state. Existing data both from DELTA file import and from previous versions of DeltaAccess are automatically modified by adding a random number to the duplicate state name. Note that you can still have identical character state names in different characters.
• Special state 'U' (unknown): The state 'U' can no longer coexist with other states. This rule now conforms with the CSIRO DELTA programs, and avoids problems that may otherwise occur in identification. The extraneous 'U's are automatically deleted where other states occur in the same character and item. Combinations of the other special states are still possible ('1/-' or '1/V', i.e. 'something or not applicable', 'something or variable').
• Include files for HTML forms and Natural language reports: Special tags are supported in the header-files (these can be used to text after, or completely replace the default headers in the html forms and the natural language html reports:
  <PROJECTNAME/> will be replaced with the current project name of the project
  <SUBTITLE/> will be replaced with a subtitle, in the case of items with the item name
  The old code "@TITLE2@" (replaced with a subtitle, usually the item name in html-form) has been discontinued. A warning asking you to update your files is issued if it is found.
• Character Editor, codes for new states: The automatic creation of character state numbers when a new character state name is inserted is working again (it was broken in all 1.7 versions). Furthermore, sets of standard characters can now be added even if some states are already present. For example, if 'U' is already present, adding "U, V, -" will add the missing special states 'V' and '-'. In previous versions, the addition worked only if none of the states were present yet.
• Character Editor, state wordings: When you edit state wordings, you can now see the state names you have defined. The previous version was not very comfortable, you had to compare long character state lists based on the character state code. Note that it is recommended to leave the wording empty if it is identical with the character state name. This is relatively frequently the case in states, and simplifies later editing of your state definitions. The natural language reports will automatically use the state name if the wording is empty.
• Standard Dialog to select item by IID or name: The item notes have now been added to the item name to obtain more often unique labels (the item name itself is not necessarily unique).
• Non-English versions of Access only: A bug in 'Identify' prevented the search for fractional values in numerical characters (e. g. between 1.2 and 1.7) if your local language uses a decimal separator other than the period. This should work now properly.
• Autocorrection: The autocorrection of words in the Item Editor fields (Item name, notes, wording, etc.) is now disabled. Autocorrection does correct little errors like 'hte' to 'the', however it frequently miscorrected scientific names or abbreviations as well, so that the net effect is undesirable.
• The old version of the item editor has been removed, the new version is now considered fully stable.
• Data format: For many free-format text fields like Notes or Wordings, and for ItemName, CharacterName, CS-code, CharStateName and Modifier additional constraints have been introduced preventing multiple blanks in the text and text with leading or trailing blanks or returns. Any existing data (DELTA text files or previous DeltaAccess Backups) are automatically corrected upon import. This change should not affect your work with DeltaAccess, unless you have written code of your own (e. g. a web interface) that directly uses the database.
• Unique Identifiers: For Characters and States additional CharacterID and StatesID fields have been added to the tables. In contrast to the CID and CS identifiers which are changed when changing display order or export to DELTA, these identifiers are unchangeable ("immutable", i.e. they do not change after their creation). This is very useful when referring to DeltaAccess projects. However, these IDs can not be exported to DELTA, so they will change if data are exported to DELTA and later reimported.

What was new in version 1.72? (Release: 13.2.2002)

• Import of DELTA files: A bug has been fixed that occurred when data sets containing two very long character names that were identical duplicates were imported.
• Export to DELTA files: Hopefully the export is working now, it was still buggy in 1.71 where I tried to fix it up... I have to apologize for the gross export errors that where introduced in 1.7.
• Item Editor: New fields to add the literature reference and page number in free text form are available now. The width of the character state display for categorical character has been increased to improve readability of long character state names. The new item editor is no longer marked as test version.
• Item Editor: If the numeric value in a numeric character is deleted, the check mark is automatically removed when you go to the next record. In previous versions "orphan" numeric descriptions without a number could remain and cause problems in reports or when exporting to DELTA.
• Character Editor: When adding a modifier usage category on the modifiers tab (using the small pick list on top of the modifier list), the addition will no longer fail when some of the modifiers in the usage category had already been defined. Any modifiers not yet present will now be added.
• In addition, minor usage improvements and bug fixes in the character editor, the backup/restore dialog and the natural language export are included.

Version 1.72 can still be downloaded in versions for Access 97, Access 2000, and Access 2002/XP.

What was new in version 1.7? (Release: 30.6.2000)

• An entirely new natural language item description report has been added (see 5.4 in the Switchboard). Some data elements related to natural language reporting have been changed.
• A text Search-and-Replace facility has been added to the Reorganize dialog that supports replacing new line characters.
• The new character definition editor (already available in vers. 1.6) is now the standard character editor.
• A new item editor has been developed that simplifies data entry. The old editor can still be selected in the Switchboard, in case you detect some bug in the new item editor!
• PS: Unfortunately, my time currently does not permit me to keep the help file current. Much information in the help file for this version is sadly outdated and refers to previous versions of DeltaAccess. I seriously regret this situation, but I cannot change it at the moment!

What was new in version 1.6? (Release: 31.7.1999)

• Several changes were made to the HTML forms (again...): Besides some minor bug fixes and improvements, hyperlinks back to the list of headings at the start of the form can now be added to the character headings; and hyperlinks back to the index file appear at the end.
• Item subsets have been significantly changed. Static item subsets (= defined by a set of item numbers) will now remain intact when the sequence of items and thus the item ID (IID) is changed.
• In this context, the restore-function has been upgraded to properly function with linked projects and subset projects. A new dialog box is added, which allows to backup and restore multiple projects in a single operation.
• The Reorganize definition dialog box has been consolidated and considerably improved. It is now possible to reorganize characters, states, character headings, items, and to reset the state sequence in the item description in a single dialog.

See Revision details for a more complete list of changes in version 1.6. See also Links to other DELTA compatible software packages.

Please report errors or problems (send me the SDD or an excerpt which causes the error) and send me suggestions!