I work with a group of employees totaling 15.  Out of the 15 of us, 4 will be issued editing rights, and the others read only rights and I will be the administrator/creator/owner of the database.   Here are my concerns:

1.    It is a MUST that the 4 with editing rights be able to work in the same form, (the form consists of daily updates i.e.: (purging, entering, deleting and fixing of data) in different areas of this form, and maybe at the same time?


2.    In addition, will the 4 of us be able to save the updates entered separately, and have the most recent data which was entered updated for others to view?  (I know in Excel we were able to do so).

3.    Will the users with read only rights be able to fill out other forms in the database or should I assign some degree of editing rights?

4.    Also, although rare, will there be a problem if all 15 employees are in the same database completing other forms at the same time? 

5.    We have a few employees who work from home and log into our system via Citrix.  Will they have a problem logging into the database and completing the forms? 

This is where I am CLUELESS and need help DESPERATELY!!  Is there a step by step way of doing this? (please say yes! please say yes!) I am sure I will need to create a shortcut for all users and I will also need help on how to do that also.  Currently, there is no user id or password set up for anyone of us since we have a specific shared drive designated for our group/department.

I welcome any suggestions you may have.

THANKS!

Totally -- reeve13 ------------------------------------------------------------------------ reeve13's Profile: http://www.hightechtalks.com/m120 View this thread: http://www.hightechtalks.com/t2277675

A form does not contain data; the underlying tables contain the data.  You
shouldn't have problems with this.
Yes.

If they are 'filling out other forms' then they'll require insert/modify
permissions on the underlying recordsource to do so.

No, but see further...

If it's set up properly, it should be OK.

It is imperative that you split the database into frontend/backend.  The
backend contains just the tables/relationsships and sits on the server.  The
frontend contains all other objects, and links to the tables in the backend.
Each user is given a copy of the frontend on their PC.  For the citrix
users, separate frontends are required there as well.  You'd usually put
this in their own folder.

If you have periodic updates to the frontend, you can automate the
distribution of these updates.  See
http://www.granite.ab.ca/access/autofe.htm

You can implement user level security in Access.  Recommended is that you
define groups and then assign permissions on the groups.  Then it is just a
matter of creating users and putting them in the appropriate group.  You
need to study up on security, as it isn't easy to get right.

Security FAQ
http://support.microsoft.com/?id=207793

Security Whitepaper
http://support.microsoft.com/?id=148555

I've also outlined the detailed steps at
www.jmwild.com/AccessSecurity.htm

If you use the security wizard, you'll find there's an option to create a
desktop shortcut for you.

Post back after you've done some reading with any questions.

Hello, Joan.

I want to say thanks in advance for the detailed instructions you posted.  Before I start, I have a question.  There are only two (2) of us using Access 2003, and I am one of the two and the others in my dept are using Access 2000.  Will this create a problem with the two different versions?

With your step-by-step instructions, which version of Access should I use?

Thanks. -- reeve13 ------------------------------------------------------------------------ reeve13's Profile: http://www.hightechtalks.com/m120 View this thread: http://www.hightechtalks.com/t2277675

I would use the 2000 steps to secure it with.  That way you can be sure that
the 2000 users will not have any problems.  2003 will have no problems using
the 2000 version.  Note that you shouldn't use the security wizard with
version 2000.

Show quoteHide quote

Why is it not recommended to use the Security Wizard with Version 2000?
Thanks


Show quoteHide quote

Because there is a bug with the wizard.  It is described in the FAQ..
http://support.microsoft.com/?id=207793


Show quoteHide quote

Hello, Joan.

Everyone in my group upgraded to Access 2003, and I followed your step-by-step instructions on how to create usernames & passwords and assign user groups. 

The next thing I need to do is split the database so others can work in it.  Before doing this, I have a few questions:

(Your instruction) Step 1 - Make a copy of the database - this will be the backend.

Question:  Am I making a copy of the shortcut database located on my desktop that was created earlier from the "security step by step instructions"?

If no, is it the other database you mentioned in Windows Explore that I SHOULD NOT BE ABLE TO OPEN?

(Your instruction) Step 2 - Open the backend and delete all objects except the tables.

Question:  I created a switchboard in my original database, and deleting all objects except for the ones in the table, am I going to get error messages when I try to open any forms and Reports in the backend database?

(Your instruction) Step 3 - Open your original database and delete the tables/relationships.

Question:  I assume the original database is the one I am unable to open.  How do I get around this? 

(Your instruction) Steps 4 - 5 Go to file, get external data, link tables, etc.

Question: to get to steps 4 & 5 I need to complete Step 3.  

What am I doing wrong and what am I not getting?  HELP!!! -- reeve13 ------------------------------------------------------------------------ reeve13's Profile: http://www.hightechtalks.com/m120 View this thread: http://www.hightechtalks.com/t2277675

reeve13 wrote:
No.  You can right-click that shortcut and look at the target.  That will
show you the location of the mdb.  Click Cancel.  Now open Windows Explorer
and navigate to the mdb - copy the mdb.  I'd give the copy some name to
easily distinguish it from the frontend.

You can use your desktop shortcut (which will open your frontend).  Then use
Ctrl-O and open the backend mdb.  Then delete all objects, except the
tables.

You might.  I would make an exception to the switchboard...see below.

No it isn't.  You can use the desktop shortcut to reopen the frontend (or if
Access is still open, use Ctrl-O and open the frontend).  The frontend being
the secure single mdb, not your original unsecured mdb.  Now delete the
tables/relationships *except* for the Switchboard table (I think it's called
Switchboard Items).  Leave that in the frontend.  Next I'd put the backend
on the server in a folder that all users have modify permissions on.  Then
you can use File, Get External Data, Link Tables....and link to the backend
in its new location - If you navigate to the backend using network
neighborhood, you'll get the UNC pathname which is preferred over using a
mapped drive letter.  When you link to the backend, be certain that you
don't include the Switchboard Items table (since that will exist in the FE).
Finally you can open the backend and delete the Switchboard Items table.

reeve13 wrote:


The answer to this is not a definitive yes or no. It is a maybe,
depending on your version of Access, the average size of the records in
the underlying table, and exactly how far apart the "different areas"
in question are.

When you edit a record, Access needs to lock that record. This occurs
at the instant you type the first keypress ("pessimistic locking"), or
at the instant you try to save the edit ("optimistic locking").

In addition, if you are using "page level locking" (as opposed to
"record level" locking), Access locks /all/ the records in the same 2kB
or 4kB page on disk. This might be no other records, 1 other record, or
lots of other records.

Other people who try to:
- edit (or save an edit to) a locked record, or
- edit (or save an edit to a record in a locked page,
will get an error, and they will have to discard their change & start
again.

You can read about all of the quote-marked words & phrases above, in
online help. However, this is one area where it is almost impossible to
predict exactly what will happen in practice. There are just too many
variables.

So what I am saying is, that your requirement above will /probably/ be
ok, but you can not really be 100% sure until you have tried it "for
real".

HTH,
TC

Error running append query?
User Tracking in Access
update / kb 904018
Creating Object and Setting Permissions for it Through Code--Is it possible?
Splitting FE and BE
Permission problem
User level security
set admin and user
Securing Back End Only
Admin Rights