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Access Discussion of Microsoft Access database design and programming. See also the forums for Access ASP and Access VBA.
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Old December 19th, 2006, 04:11 PM
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Hi there,

This is my first post, but I have been "lurking" for a while :P.

Anyway, I am in charge of putting together a database for my department. It consists of one main table that will be updated by 5 or so different people. Each person has only their rows they need to update (based on geographies).

Currently, the format that the department uses is one excel file that each person updates as needed (which my database will replace). I want to set up multiple user accounts, but am wondering if I will be able to lock certain rows from users that do not have to update them. ie, I only want people to be able to update what they need to (which is known in advanced).

Also, will I run into problems by placing my database on a network and potentially having more than one person access it at the same time?

Thanks!

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Old December 20th, 2006, 08:40 AM
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First, split the database and put the back end on the network and give each user a copy of the front end.

You can use Access security, but you will not get row level security from it. Perhaps you can split the data into 5 or so tables and give each user access just to their table. Then compile the 5 or so tables for reports?

Alternatively, you can create the front end so that the users are not connected to the back end, and when they open their front end based on their credentials (you maintain them in a user table) they get only their data pulled.

The way you maintain "their data" is to put a column in the table called WhoCreated. Then put this in a module:

Function sUser()
sUser = (Environ$("Username"))
End Function

Then on the Before Insert event of the data entry form, put this code:

Me.WhoCreated = sUser()

This will mark each record as belonging to a particular user. If someone else is entering data, and the users are updating it, then you can create a table that associates the username with the geographic region and pull records based on that association.

If you use sUser(), the users will not even have to log in. Just check this info on the On Load event of the main form, and then pull disconnected data based on the value and association.

When the user updates a record, just pass it programatically to the back end tables.

Also, create a reporting front end that has a live connection to the back end for compiling data.

All sorts of ways to do this. Need more?

mmcdonal
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