Split Database - FE edits allowed?

[Chantel33]

I have split my database successfully, and thought i was ready to distribute
to each users pc; however found that the option "edit form" from my
switchboard does not allow users to edit previous entries. What did i do
wrong? I did go into the properties of the form and change the "yes" to
"no" for data entry but that allows everyone's records to show and I don't
want users to access other users records. Please help

 

[John Spencer]

If you want users to have access to old records, then data entry must be NO.

If you want to restrict users to their own records, then you need to have a
way to identify those records and a way to identify the current user. Then
you can use a query to filter the records you are displaying to the user.

So, what data in the record identifies it as "belonging" to a specific user?

John Spencer
Access MVP 2002-2005, 2007-2009
The Hilltop Institute
University of Maryland Baltimore County

 

[Chantel33]

that would be the OPID each user operations id

If you want users to have access to old records, then data entry must be NO.

If you want to restrict users to their own records, then you need to have a
way to identify those records and a way to identify the current user. Then
you can use a query to filter the records you are displaying to the user.

So, what data in the record identifies it as "belonging" to a specific user?

John Spencer
Access MVP 2002-2005, 2007-2009
The Hilltop Institute
University of Maryland Baltimore County

 

[John W. Vinson]

I have split my database successfully, and thought i was ready to distribute
to each users pc; however found that the option "edit form" from my
switchboard does not allow users to edit previous entries. What did i do
wrong? I did go into the properties of the form and change the "yes" to
"no" for data entry but that allows everyone's records to show and I don't
want users to access other users records. Please help

If you want to show just *this user's* previous entries, then you cannot base
the form on a Table; you must instead base it on a Query selecting that subset
of the records entered by this user. To do so you will need to record the
UserID in the table as a field.

 

[Chantel33]

the opid is a field in the table, but you are saying i have to base the form
on a query, presently the form is based on a query to reflect a count of
"today's total hours worked" how can i use the present query to make it work?
set critiera to that person's OPID?

 

[John W. Vinson]

the opid is a field in the table, but you are saying i have to base the form
on a query, presently the form is based on a query to reflect a count of
"today's total hours worked" how can i use the present query to make it work?
set critiera to that person's OPID?

Well, no Totals query is ever updateable, so I'm not sure what you're doing.

Yes, I did mean for you to set the criteria to that person's OPID. I don't
know how you would do this because I know nothing about the structure of your
database or how the user "logs in". It could be something as simple as an
Autoexec form that prompts for the OPID.

 

[Chantel33]

how do i do this: Autoexec form that prompts for the OPID.

 

[John W. Vinson]

how do i do this: Autoexec form that prompts for the OPID.

Create a form (probably unbound). Use Tools... Startup to make it the form
that opens automatically. If you have such a form already you should be able
to use it. Put a combo box or listbox on the form to allow the user to select
their own OPID.

If you are concerned about Joe Schmoe opening the database and selecting Bill
Hill's OPID you'll need something more elaborate, but not knowing your work
environment or database design I don't know what that might be!

Your Query could then reference

=[Forms]![YourStartupForm]![YourComboBox]

as a criterion.

 

[Chantel33]

John

Yes, i am concerned about joe schmoe editting someone else's entry in the
form, how do i restrict each user to their own entries?

how do i do this: Autoexec form that prompts for the OPID.

Create a form (probably unbound). Use Tools... Startup to make it the form
that opens automatically. If you have such a form already you should be able
to use it. Put a combo box or listbox on the form to allow the user to select
their own OPID.

If you are concerned about Joe Schmoe opening the database and selecting Bill
Hill's OPID you'll need something more elaborate, but not knowing your work
environment or database design I don't know what that might be!

Your Query could then reference

=[Forms]![YourStartupForm]![YourComboBox]

as a criterion.

 

[John W. Vinson]

John

Yes, i am concerned about joe schmoe editting someone else's entry in the
form, how do i restrict each user to their own entries?

Well, it depends on how knowledgable, determined and skilful Joe is. You'll
need to use VBA code to get the user's logon ID (and trust that Bill didn't
tape his password to the side of the monitor where Joe could see it), and base
the form on a Query using that ID as a criterion; lock down all your code by
giving users only a properly secured .mde file rather than the full .mdb. This
can be quite a lot of work, and even then it can be broken by a knowledgable
and determined user.

 

[Chantel33]

Can you assist me with this, I have no idea how to start the coding off.

as it stands, I am the most knowledgable in my dept in access, so i am not
really worried about joe trying to get into anyone elses data. Also, Will i
have to base each form on each indvidual's computer. Please help!