Multi users in one form

[Guest]

Access 2003,

I have a database on a network and i need multiple users to use it at the
same time with each hvaing their own login. However, they all have access to
similar data.
How can i let them use this data at the same time. It gives me the error
message "currently being used by (user)" and then another user cannot gain
access to the same form at the same time.
ANy ideas?
Matt

 

[Keith Wilby]

Access 2003,

I have a database on a network and i need multiple users to use it at the
same time with each hvaing their own login. However, they all have access
to
similar data.
How can i let them use this data at the same time. It gives me the error
message "currently being used by (user)" and then another user cannot gain
access to the same form at the same time.
ANy ideas?
Matt

I'd advise you to split your database and give each user their own copy of
the front end whilst having the back end on the server. You also need to
set the shared usage option.

HTH - Keith.
www.keithwilby.com

 

[Guest]

Keith,

THankyou, where is the shared usage option?

 

[Guest]

Keith,

Where would the relevant reports be stashed then! I need them all to be
written to one report and if they have different front ends, how would this
work??

Matt

 

[Keith Wilby]

Keith,

THankyou, where is the shared usage option?

Tools, options, advanced tab. "Default open mode" radio button.

Keith.

 

[Guest]

Keith,

this was already set to shared so I dont think that this can be a problem.

Whilst a form is open, obviously no-one else can edit it so I need to find a
way for all users to access these forms simultaneously. If i place a front
end on each users computer, how would all the reports be updated with all
users data if only the back-end is updated and the reports are based on
queries?

Matt

 

[Keith Wilby]

Keith,

Where would the relevant reports be stashed then! I need them all to be
written to one report and if they have different front ends, how would
this
work??

You need all of what to be written to one report? As the developer, you
would design the reports and save them to your development copy of the front
end. You would then roll out your updated front end to your users once
fully tested.

If you're saying that your users will be creating their own reports then you
have a bit of a can of worms looming as you're deviating from a
developer/user scenario, effectively having more than one developer working
on the same design.

Keith.

 

[Keith Wilby]

Keith,

this was already set to shared so I dont think that this can be a problem.

Whilst a form is open, obviously no-one else can edit it so I need to find
a
way for all users to access these forms simultaneously. If i place a front
end on each users computer, how would all the reports be updated with all
users data if only the back-end is updated and the reports are based on
queries?

Your front end(s) will have linked tables - they read the data in the tables
on the *back* end. Think of it this way - the back end contains the data
tables and nothing else. The front end contains all queries, forms and
reports ... and the *linked* tables. So all of your users will be updating
the same data source via their own front ends.

Keith.

 

[Guest]

Oh sorry I think i get you, they write to the backend, which in turn updates
the data in the tables and the relevant queries/reports?

They dont create their own, no, they are already created. I assume i leave
the security in the same end as the backup file. Will each user then need the
mousescroll in the same folder as the front ends?

Matt

 

[Keith Wilby]

Oh sorry I think i get you, they write to the backend, which in turn
updates
the data in the tables and the relevant queries/reports?

They dont create their own, no, they are already created. I assume i leave
the security in the same end as the backup file. Will each user then need
the
mousescroll in the same folder as the front ends?

Mousescroll?

As for security, to fully understand and implement it I'd recommend you read
the MS FAQ (link on my web site).

Regards,
Keith.
www.keithwilby.com

 

[Guest]

Sorry Mousescroll is just soemthing that disables the mouse scroller when
they are in forms so they cant navigate through.

Agents have access only to two forms in the whole database, whilst two users
have access to all reports and queries. If i give each user a front end, does
each users information still write to the back-end and in turn update the
queries and reports in everyone's front end?

I am just worried, this leads to multiple databases and the relevant
information will not update!

Plus, if someone is writing to the back-end wont it stop other users from
writing at the same time?

Matt

 

[Keith Wilby]

Sorry Mousescroll is just soemthing that disables the mouse scroller when
they are in forms so they cant navigate through.

Agents have access only to two forms in the whole database, whilst two
users
have access to all reports and queries. If i give each user a front end,
does
each users information still write to the back-end and in turn update the
queries and reports in everyone's front end?

I am just worried, this leads to multiple databases and the relevant
information will not update!

Plus, if someone is writing to the back-end wont it stop other users from
writing at the same time?

*All* of your users' data is in the back end file. The reports and queries
source their data from the back end, they contain no data of their own.
Access is a multi-user app so you shouldn't have a problem with multiple
users.

Keith.

 

[Joan Wild]

Matt, the only place that data is stored is in tables. Data is not stored in
queries, forms, reports, modules, macros, or in table links. Only in the
tables in the backend.

The multiple database you'll have are called frontends - these contain no
data. They do contain table links - but these are just links to the actual
tables in the backend. All your queries/forms/reports in the frontend will
be retrieving data from the backend.

You should have no issues with multiple users. Each user will have a copy
of the frontend on their PC. Each frontend links to the single backend on
the server. The backend is the only place where data gets stored. It is
important that all users have read/write/create/delete permission (Windows
permissions) on the folder where the backend is located.

 

[Guest]

I thought I had done it, I placed a copy of the front end in a new folder in
each of their desktops and then a shortcut to this front end and also to the
security file. However, stil when two people try to run the same form, it
says they are locked out.
I know this is how it should run but how do i get around it as I need
several users in one form at one time.

Matt

 

[Joan Wild]

I thought I had done it, I placed a copy of the front end in a new
folder in each of their desktops and then a shortcut to this front
end and also to the security file.

'and'??? You should have one desktop shortcut; the target of the shortcut
would have the following in it:
"path to msaccess.exe" "path to frontend on C:" /wrkgrp "path to secure mdw
on server"

However, stil when two people try

to run the same form, it says they are locked out.
I know this is how it should run but how do i get around it as I need
several users in one form at one time.

Some possibilities:
-users are using the same frontend on the server, rather than using your
shortcut
-your shortcut is wrong
-all users do not have full permissions on the folder. I'm talking about
the folder where the backend is located on the server. It's important that
*every* user has the full permissions. They need this in order to
create/delete the associated ldb file. If they don't have the right
permissions, then the ldb can't get created, and the first person in, opens
the mdb exclusively.
- your mdw (which should be in the same folder as the backend) has the same
name as the backend mdb. This won't work as each needs to create an
associated ldb file when they're in use, and they can't if they have the
same name. And if they can't, then the file will be opened exclusively.

 

[Guest]

Yes all the locations are correct, to msaccessdesktop, shortcut to the front
end, all individually on each users computer, then to the security file.

All that is correct. they can all gain access, but it says that once one
person is using a form they cannot access the same table as it is in use. I
need to know if it possible for more than user to get in to one form before i
start checking permissions.

If they didnt have the full permissions, what would the difference be when
they loaded the database? Woudl it be noticable upon loading?

Matt

 

[Joan Wild]

I need to know if it possible for more than user to get in to
one form before i start checking permissions.

Yes it is. Since the frontend is on the local PC, they are the only ones
using that form.

If they didnt have the full permissions, what would the difference be
when they loaded the database? Woudl it be noticable upon loading?

The first person in wouldn't notice anything. However if they don't have
create permission on the folder, then they can't create the ldb file. In
that case, they open the mdb exclusively and no one else can get in.