ETL Solutions in Microsoft Access | Import, Transform & Automate Data Workflows

ETL: Extract, Transform, and Load Solutions in Access

Many of my Microsoft Access applications are designed to extract data from external sources, transform it, and apply business rules to streamline workflows. Over time, I’ve refined the ETL process to enhance efficiency and reduce code maintenance.

The Challenge of Traditional ETL in Access

Initially, I used import specifications for each file, combined with queries and VBA code to load data and enforce business rules. However, as file formats evolved or business requirements changed, maintaining these applications became cumbersome. Handing off such systems to business users for independent management was nearly impossible.

A Smarter Approach: Generic Import Routine

To overcome these challenges, I developed a generic import routine that empowers users to:

  • Define the expected files (Excel, CSV up to 255 columns, or CSV over 255 columns, termed “G255”).
  • Specify and modify business rules through a user-friendly interface.
  • Import, transform, and export data without needing to alter VBA code.

This approach minimizes code maintenance and enables users to manage imports and transformations independently.

Key Features of the Generic Import Routine

  1. G255 Import for Large Datasets
    Access limits tables to 255 columns. The G255 module extracts the required columns from larger datasets.
    A user interface allows business users to adjust file imports, add new files, and update business rules dynamically.
  2. SQL-Based Business Rules
    Transformations and rules are executed as SQL commands linked to the import routine or called separately.
    • Rules are defined and documented by users.
    • Users can adjust the sequence of rule execution as needed.
  3. Built-In Documentation and Reporting
    • A memo field captures the purpose of each rule or transformation.
    • A comprehensive report outlines all execution steps in sequence.
  4. User-Friendly Interface
    • Designed with a simple ribbon menu for easy navigation.
    • Options to Import Data, Apply Rules, and Export Data directly from the ribbon.
    • Navigation pane remains hidden for focus; access it via F11 or open in design mode by holding Shift during launch.

Sample Application for O365

A downloadable sample application demonstrates this solution in action.
Important Notes:

  • If you’re using an older Access version, adjust the code to ensure compatibility.
  • The application includes a ribbon menu for quick access to the ETL process.

How to Use the Sample Application

  1. Access the Process Imports Screen
    From the ribbon, select Process Imports to open the import workflow screen.
  2. Run ETL Operations
    Use buttons for:
    • Import Data: Calls ImportGeneric("Folder Location", "Process Name") to load files tagged under a specific process name (e.g., “Import Invoices”).
    • Apply Rules: Executes business rules on the normalized data.
    • Export Data: Exports the processed data for further use.

Benefits of This Approach

  • Reduced Maintenance: Business users can independently modify file imports and rules.
  • Scalability: Supports large datasets with customizable import routines.
  • Flexibility: Easily adapts to evolving business requirements.
  • Efficiency: Simplifies and speeds up the ETL process with SQL-driven transformations.

Download the Sample Application

Click here to download the sample application.
Experience the power of streamlined ETL operations in Microsoft Access. Simplify data imports, enforce business rules, and export insights—all with minimal code maintenance.

ETL Sample Application