Let me try and explain how workgroup files work.
Access always uses a workgroup file, even with unsecured databases. Out of
the box, it uses a workgroup file named system.mdw. When you open a
database, it silently logs you in as a user named 'Admin'. The Admin user
owns everything, and the Users Group has full permission on all objects. So
it appears as though there is no security, but there is.
When you want to implement security, you create a new mdw file, and follow
the steps to secure a mdb. If you've done it correctly, then the only way
to open the secure mdb is by using the mdw you created. If someone can even
open a 'secure' mdb while using system.mdw, then you missed a step in
securing it.
Every Access session uses a mdw file. Some mdw is set as the default one to
use. This is done via the Workgroup Administrator in the Security menu.
Once you set a default, it will be used for all sessions, unless you specify
another one.
You can change the mdw by either
1. using the workgroup administrator to change the default
or
2. including the /wrkgrp switch in a desktop shortcut along with the path to
a different mdw.
The latter is recommended. Leave the computers joined by default to
system.mdw. Create a desktop shortcut with the /wrkgrp switch - this will
override the default mdw for just that session of Access.
More in line...
--
Joan Wild
Microsoft Access MVP
They are still using the shortcut I placed in our department folder
when I created the database before I used the security wizard and it
the same one I use to open the database.
The target of this shortcut likely has only the path to the mdb in it.
Also, it is the only icon
in the folder. However when I open the database I get the prompt to
enter my user name and password.
This is because you are joined by default to the mdw you used to create the
mdb with. You'll find that you'll be prompted for a username/password for
*every* mdb that you open. You need to change your default mdw back to
system.mdw.
I can also enter other users names
and password on my computer and enter as the database as them. In
fact it showes them as current user when I go to the User/Permission
drop down in Security and me as the owner of the database. However,
when I do this on their computer it goes stright into the database.
On their computer, they are joined by default to system.mdw. Since they can
open the mdb, you missed a step in securing it.
All users are using the same icon to enter the database. How do I
creat a new shortcut? Do I get rid of the orginal Icon and replace
it with an icon that take them to my Secured1 database?
You can just right-click on that icon and choose properties. You'll see a
'target' line in the dialog. Just edit it. You must put the path to
msaccess.exe at the front of the target. One thing that may or may not
cause a problem is if someone has installed access to a different folder.
You should give each user a shortcut (icon) on their PC rather than having
everyone use the same icon.
Modify the target to have:
"path to msaccess.exe" "path to mdb" /wrkgrp "path to secured1.mdw"
Modify the above to reflect the actual paths to the files.
Having said all that though, you still haven't secured the mdb properly
since some people are getting in with no login. You should fix that first.
When I said below that I was asked to join what I meant was that I
went into Workgroup Admin and join the Secured1 file that was created.
By doing so, you made it the default mdw to use for all sessions. You'll
find that no matter what mdb you open, you'll be prompted for username/pwd -
try opening Northwind and you'll see. You need to go back in and set
system.mdw as your default instead. Use the redefined shortcut explained
above to open your secure mdb.
