Licensing

[sweeneysmsm]

I am creating an Access database for a client. At the moment it is located on
one computer which is on a network. What is necessary in terms of licensing
if it would be deemed helpful for other people on the network to be able to
open the single database from their location?

 

[Arvin Meyer [MVP]]

You need to split the database:

http://www.granite.ab.ca/access/splitapp/overview.htm

and each user needs Microsoft Access, or you need to give them a runtime
version which you can get from Microsoft depending upon your version of
Access.

No further licensing is needed.

 

[sweeneysmsm]

Dear Arvin,

Thank you so much. The network does not have a server. Does that mean I
still need to split the database. I guess I had thought that the database
could go in a shared folder and that each desktop would have a shortcut that
would point to Access, the db, and the workgroup file.

Also, I guess they have a choice between the runtime version of Access and
the real deal. If they opt for the real deal, then that's additional
licenses, yes?

I am really trying to avoid the split if I can because there isn't a lot of
computer expertise and if they get new equipment down the road and people
don't attend to transferring all of the pieces, it could get complicated...

Mary

 

[Arvin Meyer [MVP]]

Dear Arvin,

Thank you so much. The network does not have a server. Does that mean I
still need to split the database. I guess I had thought that the database
could go in a shared folder and that each desktop would have a shortcut
that
would point to Access, the db, and the workgroup file.

Yes, you must split any shared database. Put the data on the shared drive
and connect a front-end from each workstation accessing it.

Also, I guess they have a choice between the runtime version of Access and
the real deal. If they opt for the real deal, then that's additional
licenses, yes?

The real deal, as you call it, is an installation of Access or Office
Professional. It comes with all the licenses you need for 1 computer. You
must buy a copy for each computer. You do not need a license for the
database file, only for Access.

I am really trying to avoid the split if I can because there isn't a lot
of
computer expertise and if they get new equipment down the road and people
don't attend to transferring all of the pieces, it could get
complicated...

Mary, corruption is far more difficult to deal with than a split database.
Further, you may lose data. The most common cause of corruption and data
loss in a shared database is not splitting it. If one person's computer
crashes, that database could easily be lost. You don't need to worry about
transferring pieces. Put a copy of the front-end on the network share,
connect it to the data on the back-end. Copy that front-end file to each
workstation. You are done. If you want to make changes, do so on a copy and
replace the copy on the network share. Then download the new file to each
machine.
--
Arvin Meyer, MCP, MVP
http://www.datastrat.com
http://www.mvps.org/access
http://www.accessmvp.com

 

[David W. Fenton]

corruption is far more difficult to deal with than a split
database.

Definitely a true statement. Here's what I think the advice in these
Access newsgroups should be in regard to splitting:

Every Access application with more than one user should be split. NO
EXCEPTIONS.

Every Access application where the user needs to get updates to the
forms/reports from someone else should be split, even if it has only
one user. NO EXCEPTIONS.

Every replicated Access app should be split. NO EXCEPTIONS.

And every user should have an individual copy of the front end. NO
EXCEPTIONS.

 

[sweeneysmsm]

Thank you, Arvin and David.

I do appreciate your help. This will be a learning experience for me and
that is fine. Best practices help to keep one out of trouble.

Mary Sweeney

 

[sweeneysmsm]

Dear Arvin,

One, I hope, last question. I do have the Access 2003 Developer Extensions
CD which is necessary to install the Runtime version of Access 2003. As I
understand it, this is usually designed to install a package - an application
as well as the runtime version of Access. If the Split database is installed
on one computer in the shared documents area, am I given the option in the
Access 2003 Developer Extensions CD to install only the Runtime Version on
the other computers?

Thank you so much.

Mary

 

[Arvin Meyer [MVP]]

You only need to store the backend on the computer you are using as a
server. You'll never need Access to run on the back-end. You actually don't
even need Windows. All processing takes place on the workstation, which is
one of the main reasons you have to split the database.

 

[sweeneysmsm]

Sorry, perhaps I was not clear enough. Access is on the computer. It is what
I used to develop the database. It is also what, I assume, I would need to
make any changes to the database down the road. It is in the using that
people feel the need to tweak this or that, at least that is how I have
experienced it. (Am I correct in thinking that I could make changes to the
front end using Access after the database is split?)

My question was not in relation to Access. It was how I can install the
Access runtime version on other computers so that they can use the front end.
Specifically, I have the Access 2003 Developer Extensions CD and want to know
if that gives me the option of installing only the runtime and not the
database.

Mary

 

[Arvin Meyer [MVP]]

Once installing the runtime, you can simply add any database you wish.
--
Arvin Meyer, MCP, MVP
http://www.datastrat.com
http://www.mvps.org/access
http://www.accessmvp.com