questions about sharing and securing database

[MES via AccessMonster.com]

I have a database that I created that I would like to make available for
other users, but I am unsure how to go about doing this as I am a novice when
it comes to database sharing and securing. There are a few things that I
have questions about...

First, I need to make this database available to other users in one of my
organization's network folders. I do not want users to be able to change any
features on the database (design, VB code, or other). How do I disable the
ability to access the database design for all users, except for me? As the
'owner' of the database, I only want myself to be able to make any design
changes. There are reports and forms that I have created that I do not want
anyone to alter. This would include not allowing other users to view the
database window.

Next, aside from me being the 'owner' of the database, I would like to create
2 other types of users. As the owner of the database, I can do anything -
edit design, edit code, add/edit records, run reports, etc. I would like to
set up a user 'admin' - this user has the ability to add/edit records and run
reports, but they are not able to edit the design in anyway. Last, the user
'user' would only be able to run and view reports. I currently have a
switchboard for that gives the options to add/edit records and run reports,
and I would like 'owner' and 'admin' to be able to use this switchboard. I
would like to create another switchboard for 'user'. When 'user' logs onto
my database, they are only given the options to run reports from there
switchboard. Is it possible to do that?

Last, I am really sure about what to do with the setup of this database for
sharing and securing. I have done some research on database splitting as
well as making a file an MDE file, but I am not sure what the best option
would be for me. I basically want to close off access to all features of the
database for 'admin' and 'user', except for what they are given the ability
to do on their switchboards. Again, this is my first attempt at sharing one
of my databases, so I am merely a novice at this aspect of Access.

Could anyone offer me any suggestions for this? Any help would be greatly
appreciated. Thanks in advance.

MES

 

[Rick Brandt]

I have a database that I created that I would like to make available
for other users, but I am unsure how to go about doing this as I am a
novice when it comes to database sharing and securing. There are a
few things that I have questions about...

First, I need to make this database available to other users in one
of my organization's network folders. I do not want users to be able
to change any features on the database (design, VB code, or other).
How do I disable the ability to access the database design for all
users, except for me? As the 'owner' of the database, I only want
myself to be able to make any design changes. There are reports and
forms that I have created that I do not want anyone to alter. This
would include not allowing other users to view the database window.

Next, aside from me being the 'owner' of the database, I would like
to create 2 other types of users. As the owner of the database, I
can do anything - edit design, edit code, add/edit records, run
reports, etc. I would like to set up a user 'admin' - this user has
the ability to add/edit records and run reports, but they are not
able to edit the design in anyway. Last, the user 'user' would only
be able to run and view reports. I currently have a switchboard for
that gives the options to add/edit records and run reports, and I
would like 'owner' and 'admin' to be able to use this switchboard. I
would like to create another switchboard for 'user'. When 'user'
logs onto my database, they are only given the options to run reports
from there switchboard. Is it possible to do that?

Last, I am really sure about what to do with the setup of this
database for sharing and securing. I have done some research on
database splitting as well as making a file an MDE file, but I am not
sure what the best option would be for me. I basically want to close
off access to all features of the database for 'admin' and 'user',
except for what they are given the ability to do on their
switchboards. Again, this is my first attempt at sharing one of my
databases, so I am merely a novice at this aspect of Access.

Could anyone offer me any suggestions for this? Any help would be
greatly appreciated. Thanks in advance.

MES

Access User Level Security can do all of this but it is an advanced topic and
frankly most who try it just mess it up. Since it can be easily hacked by those
who know how to search the internet I generally don't think it is worth the
trouble.

You can get MOST of this protection by doing the following.

Split the app into shared back end (tables only) and front end (everything
else). Place the back end on a hidden network share. That way you have a
folder that your users have access to but which they would not be able to easily
find if they didn't already know where it was. That will protect (mostly) from
anyone mucking with the design of tables.

Make an MDE copy of your front end and give copies of that to each user to store
on their local disk. That will prevent anyone from changing the design of
anything else (except queries). While they can still change queries they will
only be doing so on their copy and every time you give them an updated file they
will be changed back.

You can further "lock down" the front end by hiding the built in menus and the
db window (startup options of your file) and disabling shift-key access (Google
on that topic and you will find sample code).

This would provide fair protection from anyone who does not know Access that
well (usually that is everyone). If you have some Access pros then yes, they
can get past all of this, but they can get past anything else you try as well
and the steps outlined do not require a lot of effort or maintenance on your
part.