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Tool Navigation PowerPoint

Using a Phase II Tool

The main project I’ve worked on for the last three years is called Product Genealogy Phase II. In this project, we’re going through every page of every product by the program and verifying the image records. The work is done in an access tool and once a product is complete it must pass our internal Quality Assurance (QA) checks. We check that the image found on the page matches the record in the tool.

I started on this project as the first QA person and over the years the QA team has expanded to seven people, all of whom I’ve trained. When I started this project there was little to no documentation of the process, I was given a verbal introduction and simply asked questions as new issues arose. Over time as I QA’d more and more and brought people onto the team the need for written instruction and formal training became apparent. A project of this scale requires lots of time and much of it is hard to explain before it’s happened because there’s always a new issue we didn’t predict.

The bulk of our project work is completed in Microsoft Access databases. Most people, myself included, start the project with little to no knowledge of how to operate in the databases or find the desired information. Over time I have learned how to navigate in databases, create custom queries, import & export data with Excel, and build tables and relationships.

As part of my self-initiated project to document as many of the Phase II complexities as possible, I made a PowerPoint highlighting basic tips and tricks for using the tools in QA.

Main Page:

The main Genealogy Phase II Forum displays all the base records in the tool. The page is divided into sections which I then highlighted the critical information found in each with a brief description.

Secondary Page:

The second forum shows all the records derived from the bases. Again I highlighted the critical boxes, called out the most common error found from this page, and specifically pointed out that there are three different places the folio (page number) may be located.

Access Tips & Tricks:

In addition to displaying the layout and location of our information, the PowerPoint includes tricks for using access such as:

  • Right-clicking in any field gives you the option to set a customizable filter. You can do a contains or equals to search to find related records or view only the records for one set of pages at a time. 
  • If you apply too many or loose track of which fields are filtered, the orange Filtered button in the bottom right corner of the screen can be clicked and it will remove them all, restoring the page to its default view. Beside this button, you can see how many records fit the criteria and navigate through them using the arrows.
  • From inside a cell using CTRL + F will active a pop-up window to jump to a record.
  • Unlike other Microsoft programs, access automatically saves changes to the data once you’ve clicked out of the cell, and there is no undo feature. Through the nature of our QA, there should be no changes made to the tool as we are only viewing the information. If by accident something is changed or altered simply redownload a copy of the tool from SharePoint.