Bill said:
I have a database that is being shared by multiple users from one
department without any problems. The database sits on a shared server
along with 3 different front ends that provide user specific access.
There are no issues at this time within the primary department.
The database needs to be shared with another department that has a
different shared server. I mapped each user to my departments shared
server with Read/Write access. Reset the links to point to our
_be.mdb file and tested each workstation. Each of the users from the
other department can access the database, however only one can do so
at a time.
When someone in the other department opens the database and someone
else attempts to open it also the second person will get a message
that the database is opened exclusively by another user. The "Default
open mode" setting is set to shared.
What needs to be done to allow multiple users in the other department
have access at the same time?
First they all need full (read write, create edit & delete) access to
the directory where the database is located and you need to make sure no one
is opening the data base "exclusively" This may be an Access setting on
their machine and they may need to change their default setting.
In advance thank you for your help or ideas.
You need to split. the database 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.
