Secure Payroll information w/o using Access Security

[Guest]

I have a database used for tracking projects. Everyone uses it. Users enter
hrs into it and it calculates all costs against a project (ie parts,
materials, shipping, labor). It also generates all kinds of reports for
different users. In the dbase, I have a table that contains each employees
payroll. The dbase is on the server and users all have Access and get to it
from a mapped drive on their desktops.

The users that use this database are not Access savvy and I really hate to
implement Access security just to keep them out of this table. I've tried
hiding the table so they simply don't see it and "hopefully", don't find it,
but this is not quite enough I'm afraid. If it's the only method, I will
probably choose it over using Access security.

Any suggestions on how to handle the situation?
Maybe a way I could split this info off from the main database ( A separate
dbase is not recommended though- right?)

Is there another method to only give the users access to the forms and not
the tables?

I thought about making shortcuts on the desktops to the forms and reports
that they need, but there are a lot of forms and it would be messy with all
of the shortcuts.

I'm also wondering- is it necessary for each use to have a copy of Access on
each desktop just to get to the forms and reports?

 

[Joan Wild]

The users that use this database are not Access savvy and I really hate to
implement Access security just to keep them out of this table. I've tried
hiding the table so they simply don't see it and "hopefully", don't find
it,
but this is not quite enough I'm afraid. If it's the only method, I will
probably choose it over using Access security.

Any suggestions on how to handle the situation?
Maybe a way I could split this info off from the main database ( A
separate
dbase is not recommended though- right?)

You could do that, but I don't see how that would help, as they could just
open that database.

Is there another method to only give the users access to the forms and not
the tables?

If you don't want to implement security (you could do it without them
needing to login), there's alot you can do to keep the curious out:

Backup your database; you can easily lock yourself out playing around with
these features.

Create custom menus/toolbars for use throughout your application.
Create a startup form (a main menu form if you have one) that is opened on
startup.
Use the features in Tools, Startup to
set the startup form
set your default menu (the custom one you made)
disable all the checkboxes about allowing built in menus, toolbars,
changes etc.
hide the db window (ensure the custom menu you create does not
include the Windows, Unhide item)
uncheck the allow special keys (this will disable the F11 key, among
others)

If you need to bypass these startup features, you can hold the shift key
down while you open the db. If you feel that your users may use this to
bypass your settings, you can disable the shift key bypass - there's an
example in help for doing this(look for AllowBypassKey) or at
http://www.mvps.org/access/modules/mdl0011.htm
and
http://www.mvps.org/access/general/gen0040.htm

You can also create a MDE from your database, which will prevent changes to
forms, reports and modules (If you do this, be certain to keep your original
mdb in case you need to make changes).

None of this will keep the determined out. All they need to do is start a
new db and link to your's, but this may suffice for your purposes.

 

[Guest]

Thanks for the suggestions Joan - I'll give them a try.
I thought the MDE would be a good approach, but I tried to create an MDE and
get the following error: "Ms Office was unable to create an MDE database" . .
.. "This error is usually associated with compiling a large database into an
MDE file." Tried it in Access 2003 and 2007
I'll try the form you suggested. Thanks for the information and quick
feedback.

 

[Joan Wild]

You need to compile the mdb, and fix any errors (Ctrl-G, Debug menu and
compile, followed by Save). Once the compile succeeds, you should be able
to make the MDE.

 

[David W. Fenton]

"Secure payroll information" and storage in an MDB are mutually
exclusive.

 

[Guest]

when you say "compile the mdb", what do you mean specifically?

 

[Joan Wild]

Open your database and hit Ctrl-G. In that window go to the Debug Menu and
select Compile. Then hit the Save button on the toolbar.

When you compile, it may find some errors in your code, which it will
highlight. Once you fix these, and the compile happens without error, you
should then be able to make the MDE.

 

[Keith Wilby]

Open your database and hit Ctrl-G. In that window go to the Debug Menu
and select Compile. Then hit the Save button on the toolbar.

When you compile, it may find some errors in your code, which it will
highlight. Once you fix these, and the compile happens without error, you
should then be able to make the MDE.

Just one more thing, make sure that your code modules have "Option Explicit"
declared right at the top, just after "Option Compare Database":

Option Compare Database
Option Explicit

This will help root out any undeclared variables.

Regards,
Keith.
www.keithwilby.com