Lamar said:
I created a database housed on a server. More than one staff at a
time can use the database. We just got a new employee. When he
tries to open a database on his computer, if is in use by someone
else, then he gets this message "Could't use....File Already in Use".
If no one is using the DB then he can open it but gets a read only
message.
He is only one with this problem. Does anyone have any suggestions?
Thanks.
Lamar
I agree with the others that it is likely a permissions issue, but I
strongly suggest that unless it is already split, that you split that
database so most of the data is in the back end located on the server and
each user has a file on their own machine (front end) with reports queries
etc. You will find that Access will function faster and with far less
likelihood of problems.
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.
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.
