Creating database subsets (Microsoft Access)

You can create a database subset from the records that are included in the results of running queries or sets that are specified in a database subset definition. If you use the Create Database subset option, the subset database will be in Microsoft Access format.

Before you begin

Before you can create a database subset, you need to specify the records that you want to copy to the new database by creating a database subset definition.
Note: Only database administrators can initialize the database for database subsets.


To create a database subset:
  1. Log on as a user that has the Database Creator role.
  2. Open the database from which you want to create the database subset.
  3. Select File > Data > Database Subsets > Create Database Subset.
  4. In the Identifier box, enter a unique ID for the database subset. The ID is up to five alphanumeric characters long. Previously-used identifiers are listed in the Utilized Identifiers list.
  5. In the Name box, enter a name that will be used for both the subset security file and subset database.
  6. A new user account with system administrator permissions will be created in the subset security file. Enter the username and password for this account. This account will be used to synchronize the database subset with the main database and to log on to the database subset if no other user accounts are added to the security file.
    Note: Any records added to the database subset will have this user as their “Create User”. You may therefore want to select a username that will be meaningful once these records are uploaded to the main database.
  7. In Destination folder, browse to the folder where you want to create the subset security file and database. You can create a new folder if you have sufficient Windows permissions. The folder you use can contain only one iBase database and security file.
  8. In Subset Definition, browse for the definition that defines the data to be copied to the new database. At this stage, it is not possible to know whether the definition is still valid or whether the total number of records exceeds 50,000 (the maximum allowed records).
  9. Click Create to continue.
    You will be warned if the definition is invalid because it contains deleted queries or sets, or if the total number of records exceeds the 50,000 record limit.
  10. Click OK to create the database subset.
    If the definition contains any parametrized queries then you will be prompted for the values. You can click Cancel but doing so will also cancel the creation of the database subset.