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Is it possible...

Discussion in 'Information Technology' started by kinlye, Oct 27, 2005.

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  1. kinlye

    kinlye
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    Is it possible, depending on who is "logged in" to the Access database, for
    the forms to look differently.
    I mean that some of our employees don't need to see the payrates of our
    employees, however, the administrative crew may see them. Is there a way to
    accomplish this.
    I don't really need directions on how to do it (if it's possible) just
    whether Access is capable of such a thing.

    Thank you in advance for your help.

    J
     
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  3. JA Peachrose

    JA Peachrose
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    Yes, it is possible.
    --
    JA Peachrose


    "kinlye" wrote:

    > Is it possible, depending on who is "logged in" to the Access database, for
    > the forms to look differently.
    > I mean that some of our employees don't need to see the payrates of our
    > employees, however, the administrative crew may see them. Is there a way to
    > accomplish this.
    > I don't really need directions on how to do it (if it's possible) just
    > whether Access is capable of such a thing.
    >
    > Thank you in advance for your help.
    >
    > J
     
  4. kinlye

    kinlye
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    Guest

    Thank you

    "JA Peachrose" wrote:

    > Yes, it is possible.
    > --
    > JA Peachrose
    >
    >
    > "kinlye" wrote:
    >
    > > Is it possible, depending on who is "logged in" to the Access database, for
    > > the forms to look differently.
    > > I mean that some of our employees don't need to see the payrates of our
    > > employees, however, the administrative crew may see them. Is there a way to
    > > accomplish this.
    > > I don't really need directions on how to do it (if it's possible) just
    > > whether Access is capable of such a thing.
    > >
    > > Thank you in advance for your help.
    > >
    > > J
     
  5. Joseph Meehan

    Joseph Meehan
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    Guest

    kinlye wrote:
    > Is it possible, depending on who is "logged in" to the Access
    > database, for the forms to look differently.


    If you are sharing an Access database over a LAN, you should have a
    split database.

    With a split database the forms are on the individual's machines so they
    all can have their own version of form, query reports etc and yet share the
    tables on the back end.

    Since you now have data on different machines and I am going to guess
    that the data is not the same on each of those machines, you will need to
    combine most, if not all of that data onto one copy of Access. This will be
    complicated if the tables and data are not formatted exactly the same, For
    example 123 in one data base may be text and it may be a number is a
    different machine. One may use Three fields for a name FirstName, IM and
    LastName and another may put it all in one field.

    I suggest you start by deciding exactly how you want the final product
    configured and then how you are going to get all that data into that one
    database in the same format. Your final design may not be the same as any
    of the existing designs.

    Next you need to decide the split. What parts of the database will be
    on the "server" and will be called the Back end database from now on and
    which parts will be on each user's machine and will be called the front
    ends. The back end should hold all data that is shared and may be changed
    by the users. It should also contain all or most data that more than one
    user will need access to and may be changed by you from time to time. Most
    other data that does not change or that will only be used by that particular
    user should be on the Back end databases on the users machines.

    For example you may have all the sales made by a unit on the back end
    along with the price list. The sales may been to be shared by everyone so
    they all know what has been done or pending. The price list may not be a
    field they will change, but you may need to change to assure everyone has
    the same current price available.

    Each individual machine may have something about your company like
    addresses that does not change or even product descriptions etc. You may
    want each user to be able to store personal information about customers like
    their kids names or shared information about sports teams or you may want to
    put this on the server so everyone will have this information.

    This is an art form and a science to get this part of the planning
    designed and will be an ongoing job and should include the users in the
    planning.

    Access works best if it does not need to move a lot of information over
    the LAN which means static data is best kept on the front end databases.
    Also kept on the front end machines will be most forms, reports queries etc.
    This will allow the whole system to work faster and in some cases allow for
    customization of some forms reports etc.

    This may seem like a lot of work and off the point of the question you
    were asking, but it is very important that this part of the job be done
    first and right.

    Next is the mechanics of setting up the back end on the server, dumping
    in the data and putting the front end copies on each user's machines and
    assuring that the links work. Access has a built in database splitter that
    may make this part of the job (moving from a single database with all the
    data and forms etc. to two databases a front end and a back end.) easier.
    Look under the Tools menu for it.

    You may also want to look into user level security to protect the
    database and data before you finish.

    I suggest you start by reading
    http://support.microsoft.com/default.aspx?scid=kb;[LN];207793

    Access security is a great feature, but it is, by nature a complex product
    with a very steep learning curve. Properly used it offers very safe
    versatile protection and control. However a simple mistake can easily lock
    you out of your database, which might require the paid services of a
    professional to help you get back in.

    Practice on some copies to make sure you know what you are doing.

    Splitting a database can be a big job, but done right everyone will
    thank you and wonder how they did their jobs without it.

    Note: back ups become more important here. If you LAN does not support
    automatic backups you should provide a method of backing up the data, even
    if that means you do it manually.



    > I mean that some of our employees don't need to see the payrates of
    > our employees, however, the administrative crew may see them. Is
    > there a way to accomplish this.
    > I don't really need directions on how to do it (if it's possible) just
    > whether Access is capable of such a thing.
    >
    > Thank you in advance for your help.
    >
    > J


    --
    Joseph Meehan

    Dia duit
     
  6. Tony Toews

    Tony Toews
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    Guest

    kinlye <kinlye@discussions.microsoft.com> wrote:

    >Is it possible, depending on who is "logged in" to the Access database, for
    >the forms to look differently.
    >I mean that some of our employees don't need to see the payrates of our
    >employees, however, the administrative crew may see them. Is there a way to
    >accomplish this.
    >I don't really need directions on how to do it (if it's possible) just
    >whether Access is capable of such a thing.


    It's possible to fake it but Access is inherently not very secure.
    Anyone can copy an Access MDB off the server, take it home and crack
    it.

    If your organization wants to ensure no one except authorized
    individuals and IT administrators can see the data then they must use
    SQL Server or similar.

    Tony
    --
    Tony Toews, Microsoft Access MVP
    Please respond only in the newsgroups so that others can
    read the entire thread of messages.
    Microsoft Access Links, Hints, Tips & Accounting Systems at
    http://www.granite.ab.ca/accsmstr.htm
     

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