Embedded or Linked Objects

[Stacy Ouellette]

My question is as follows:

I've created a project portfolio database that is
virtually a "read-only" to multiple users. Currently,
there is a form in the database that included links to
project meeting minutes, contracts, agreements, etc. all
in pdf format. (The documents are converted to a .pdf
file format so that they cannot be edited). Based upon
permissions when logging into the database, some users can
see all of the documents and some only see certain ones.
However, because it is a multiuser environment and going
across the network, I've had to put all of the documents
into a folder on the network that is accessible by
everyone. If one wanted to see a document, all they would
have to do is go into the specific folder and pull up the
document. My questions are as follows,

1. Should I be embedding the documents or linking them?
2. Is there a way to hide them out on the network so they
can't see them without being in the database?
3. If they don't have access to the folder the documents
are sitting in, they can't open the document in the
database. I've talked to my IT group and because we are
running Windows OS they don't have a clue.

Can someone help?

 

[Armen Stein]

My question is as follows:

I've created a project portfolio database that is
virtually a "read-only" to multiple users. Currently,
there is a form in the database that included links to
project meeting minutes, contracts, agreements, etc. all
in pdf format. (The documents are converted to a .pdf
file format so that they cannot be edited). Based upon
permissions when logging into the database, some users can
see all of the documents and some only see certain ones.
However, because it is a multiuser environment and going
across the network, I've had to put all of the documents
into a folder on the network that is accessible by
everyone. If one wanted to see a document, all they would
have to do is go into the specific folder and pull up the
document. My questions are as follows,

1. Should I be embedding the documents or linking them?
2. Is there a way to hide them out on the network so they
can't see them without being in the database?
3. If they don't have access to the folder the documents
are sitting in, they can't open the document in the
database. I've talked to my IT group and because we are
running Windows OS they don't have a clue.

Can someone help?

Hi Stacy,

1. Usually you want to link them, because embedding them takes up a lot
of database space and slows things down. However, with your security
requirements, you may need to.
2. I don't know of a way. If they are in an accessible folder, then
they are viewable.

Is there any way to place documents with different permission levels
into different folders? Then your users can only open them if they are
in the right NT permission group.

 

[John Nurick]

2. Is there a way to hide them out on the network so they
can't see them without being in the database?

FWIW, it's possible in Windows NT (and 2000/XP/2003) to control the
security permissions for individual files in folders. If you set it up
right, everyone with access to the folder will be able to see that the
file is there, but only those in the specified groups will be able to
open it.

Permissions can be manipulated under program control via the Windows
API, though it's not a very simple process.

John Nurick [Microsoft Access MVP]

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