Update case when sql query to vba - sql-server

Question

I've been trying to convert the below code from SQL Server to run directly from Excel VBA. But unable to do so.
Update Legal
Set Category = Case
when datediff(month, GETDATE(), [End date]) > 9
then 'Blue'
when datediff(month, GETDATE(), [End date]) < 9
and datediff(month, GETDATE(), [end date]) > 1
then 'Orange'
when datediff(month, GETDATE(), [End date]) < 2
then 'Red'
End
where classification = 'A'
Select
classification,
datediff(month, GETDATE(), [End date]),
Category
from
Legal
Into VBA like below
Dim Cn As ADODB.Connection
Dim Server_Name As String
Dim Database_Name As String
Dim User_ID As String
Dim Password As String
Dim SQLSelect As String
Dim rs As ADODB.Recordset
Dim sqlcmd as string
cbb = Environ("computername")
With Sheet3.Range("A4:Z" & Rows.Count)
.ClearContents
'.ClearFormats
End With
sqlcmd = "Update Legal Set Category = Case" & _
" when datediff(month,GETDATE(),[End date])>9 then 'Blue'" & _
" when datediff(month,GETDATE(),[End date])<9 and datediff(month,GETDATE(),[end date])>1 then 'Orange'" & _
" when datediff(month,GETDATE(),[End date])<2 then 'Red'" & _
" End " & _
" where classification = 'A'"
Debug.Print sqlcmd
With Sheet3.ListObjects.Add(SourceType:=0, Source:=Array( _
"OLEDB;Provider=SQLOLEDB.1;Persist Security Info=True;User ID=Login_ID;Password=Password;Data Source=Server_Name;Use Procedure f" _
, _
"or Prepare=1;Auto Translate=True;Packet Size=4096;Workstation ID=" & cbb & ";Use Encryption for Data=False;Tag with column collatio" _
, "n when possible=False;Initial Catalog=DB_Name"), Destination:=Sheet3.Range( _
"$A$4")).QueryTable
.CommandType = xlCmdSql
.CommandText = sqlcmd
.RowNumbers = False
.FillAdjacentFormulas = False
.PreserveFormatting = True
.RefreshOnFileOpen = False
.BackgroundQuery = True
.RefreshStyle = xlInsertDeleteCells
.SavePassword = False
.SaveData = True
.AdjustColumnWidth = True
.RefreshPeriod = 0
.PreserveColumnInfo = True
.SourceConnectionFile = _
"C:\Users\xxxxx\Documents\My Data Sources\xxxxx.odc"
.ListObject.DisplayName = _
"AP_123"
.Refresh BackgroundQuery:=False
End With
This query works absolutely in SQL Server. But I get the following error in VBA:
The query did not run, or the database table could not be opened.
Check the database server or contact your database administrator. Make sure the external database is available and hasn't been moved or reorganized, then try the operation again.
Kindly help me guys!! Been trying this for weeks!
P.S. Do not require a Power Query as it will ask for credentials to the other users whom do not have access to the server

Answer 1

As mentioned, simply separate the two queries by first actually running the action UPDATE statement and then connect your QueryTable to SELECT statement. You can even shorten connection string in Source argument:
Dim Cn As ADODB.Connection, rs As ADODB.Recordset
Dim Server_Name As String, Database_Name As String
Dim User_ID As String, Password As String
Dim conn_str As String, SQLSelect As String, sqlcmd as string
cbb = Environ("computername")
With Sheet3.Range("A4:Z" & Rows.Count)
.ClearContents
'.ClearFormats
End With
conn_str = "Provider=SQLOLEDB.1;Persist Security Info=True;User ID=Login_ID;Password=Password;" & _
"Data Source=Server_Name;Use Procedure for Prepare=1;Auto Translate=True;" & _
"Packet Size=4096;Workstation ID=" & cbb & ";Use Encryption for Data=False;" & _
"Tag with column collation when possible=False;Initial Catalog=DB_Name"
Cn.Open conn_str
' EXECUTE ACTION QUERY
sqlcmd = "UPDATE Legal SET Category = Case" & _
" when datediff(month,GETDATE(),[End date])>9 then 'Blue'" & _
" when datediff(month,GETDATE(),[End date])<9 and " & _
" datediff(month,GETDATE(),[end date])>1 then 'Orange'" & _
" when datediff(month,GETDATE(),[End date])<2 then 'Red'" & _
" End " & _
" where classification = 'A'"
Cn.Execute sqlcmd
' CONNECT TO SELECT QUERY
sqlcmd = "SELECT classification, datediff(month, GETDATE(), [End date]), Category " & _
" FROM Legal;"
With Sheet3.ListObjects.Add(SourceType:=0, Source:=Array( _
"OLEDB;" & conn_str), Destination:=Sheet3.Range( _
"$A$4")).QueryTable
.CommandType = xlCmdSql
.CommandText = sqlcmd
.RowNumbers = False
.FillAdjacentFormulas = False
.PreserveFormatting = True
.RefreshOnFileOpen = False
.BackgroundQuery = True
.RefreshStyle = xlInsertDeleteCells
.SavePassword = False
.SaveData = True
.AdjustColumnWidth = True
.RefreshPeriod = 0
.PreserveColumnInfo = True
.SourceConnectionFile = _
"C:\Users\xxxxx\Documents\My Data Sources\xxxxx.odc"
.ListObject.DisplayName = _
"AP_123"
.Refresh BackgroundQuery:=False
End With
Cn.Close
Set Cn = Nothing

Answer 2

Here's the stored procedure method. In SSMS, run this one time
CREATE PROCEDURE dbo.UpdateAndGetLegal
AS
UPDATE Legal
SET Category = CASE WHEN DATEDIFF(MONTH, GETDATE(), [End date]) > 9 THEN 'Blue'
WHEN DATEDIFF(MONTH, GETDATE(), [End date]) < 9
AND DATEDIFF(MONTH, GETDATE(), [end date]) > 1 THEN 'Orange'
WHEN DATEDIFF(MONTH, GETDATE(), [End date]) < 2 THEN 'Red'
END
WHERE classification = 'A'
SELECT classification
, DATEDIFF(MONTH, GETDATE(), [End date])
, Category
FROM Legal
That will create a stored procedure that runs the update and returns the SELECT results.
In Excel, I almost never have to .Add a ListObject. Sometimes I have to change the SQL statement of an existing ListObject, but once a table is created, you don't really need to create it again. So I'm not entirely sure what you're doing, but here's how it would look in one of my projects.
I create an Excel file (or template if it's something I'm generating on the fly). In that file, I create an external data ListObject with a commandtext of
EXEC UpdateAndGetLegal
Then if the user simply refreshes the table, I'm done. If I need my code to refresh the table, it's
Sheet3.ListObjects(1).QueryTable.Refresh
If you're passing Windows credentials through to SQL Server, all of the users will need EXECUTE rights for the stored procedures.

Answer 3

I'm taking a bit of a guess here, but it's based on something that feels off.
Every time you run your SELECT to get some data
Select
classification,
datediff(month, GETDATE(), [End date]),
Category
from
Legal
You first run an UPDATE...
Update Legal
Set Category = Case
when datediff(month, GETDATE(), [End date]) > 9
then 'Blue'
when datediff(month, GETDATE(), [End date]) < 9
and datediff(month, GETDATE(), [end date]) > 1
then 'Orange'
when datediff(month, GETDATE(), [End date]) < 2
then 'Red'
End
where classification = 'A'
That's strange and I can't think of a usecase where this would be appropriate in any database. Instead you could just have a SELECT all by itself:
Select
classification,
datediff(month, GETDATE(), [End date]),
Case WHEN classification = 'A'
THEN
CASE
when datediff(month, GETDATE(), [End date]) > 9
then 'Blue'
when datediff(month, GETDATE(), [End date]) < 9
and datediff(month, GETDATE(), [end date]) > 1
then 'Orange'
when datediff(month, GETDATE(), [End date]) < 2
then 'Red'
End
ELSE Category
END
from
Legal
That does the same thing, but without touching the underlying data in Legal. This SELECT is the one that you want to shoehorn in to your VBA/QueryTable.