Restricting access to a switchboard 1

[BajanPOET]

I've created a switchboard for my application that the majority of my users will have access to and now want to create a separate switchboard for only the boss, so that she can authorize the requisitions that are created using the first switchboard. Is there a way to restrict access to "her" switchboard so that the other users can't access it?

I'm trying not to have a hardline security module where I'm asking everyone to log in to the db, but is that the only way to get what I want?

What? Who? ME????

 

[DirkStruan]

Couple of ideas but there's probably better ones to come from others....

Given you are talking about switchboards I assume you are talking about an Access database. I further assume (given you are talking about several users) it is split into a front and back end to allow several people to use it at once. If so, you could simply set up a different front end for you boss's machine so it's not available to the public.

Alternatively, (if you don't want to limit your boss to her own computer) you could have a separate switchboard that is activated by a button on the first switchboard, and have it password protected with a simple prompt - you'd have to set up a table to store the password and I'd suggest possibly a timestamp for when it was chosen and include a prompt to change it every 30 days or so.

Of course this all works best if everyone else is using the Runtime version of the application.

D

 

[BajanPOET]

DirkStraun... thanks for ur input... correct on ur assumptions so far - except that the database is on the server but not split; I'm a newbie at creating Access applications, so I haven't done this. If I try this, how would I get the front end on everybody's computer? Would I have to create new front ends for everybody?

Anyway...

I do have the boss's options as a seperate switchboard activated via a button on the first switchboard, so your suggestion of the password protection is exactly what I want. Are there any suggestions to make the Password table unaccessible to other users, because I am assuming that just having it as a table will allow ppl to actually open it and view the password.

What? Who? ME????

 

[DirkStruan]

Sorry for the long pause - had a phonecall.

Look at Tools menu / Database Utilities / Database Splitter, this will separate your tables from the queries, forms etc. The back end that contains the tables stays on the server in the current folder. It should be denoted by an extension i.e. databasename_be.

The other file is the front end. I normally get everyone to copy it to their own PCs (tell them to do it via email - saves you the bother). You can also copy this front end and amend it to include the boss's switchboard (and save that to her machine). You can then save a copy on your machine and take the original (boss's version) off the server.

Question - do the other users use the Runtime version of Access? If so, then they won't have access to the backing tables anyway. Runtime doesn't allow users to create or modify tables/queries/forms etc.

 

[BajanPOET]

Runtime version? I don't know what that is...

Ok, so split the tables, and place the front end on everybody's computer. Create a specific front end for the boss and upload that to her personal machine, then get rid of her version off the server. Ok... that's great. I'll try it.

What? Who? ME????

 

[BajanPOET]

I realize that when I make a change in the copy of the front end that I want to customize for my boss that the same change is made in the original *.mdb file as well. Am I doing something wrong? What do I need to do to make sure that the boss' switchboard is default for her application and the staff switchboard is default for the other one?

What? Who? ME????

 

[Fenrirshowl]

Runtime is a user-only type of version of access, if you don't know what it is it sounds like your colleagues could get to the tables simply by shutting down the forms and editing direct from the tables menu. There's some minor protection you can add to prevent this but if anyone know's a bit about access they will probably be able to get around it with a single keystroke (I note you said you didn't want to go heavily into the protection side of things).

OK, from explorer/My Computer, take a copy of the front end (called FE1 say), paste it somewhere and give it a different name (FE2 say). Edit this version of the front end (which will be for your boss). Changes to FE2will not be reflected in the FE1 as they are different files.

Your choice is that you can have two switchboards on your boss's machine or an amended version (with an extra button or two). Make the necessary amendments to FE2 and you are away. You would then delete FE2 from the server so no-one else can copy it and have access to the two/amended swithcboard(s).

Note: if you are confident about queries and matching up tables you could have a separate table on FE2 (as you can hold additional tables in the front end) to hold requisition numbers and whether they are authorised or not (this will prevent other users from amending the authorised nature of the requisition).

Hope this helps

Fen

 

[BajanPOET]

I do have 2 separate copies of the front end. That's why I can't figure out why changes to one file are seen in the other. Any ideas?

After reading your post, I even made sure they were named differently, but the changes are still seen in both.


What? Who? ME????

 

[DirkStruan]

Hi again

Can't say I am understanding why amendments to one file are reflected in both.

Can you tell me what amendments you have made and can you check that on the Table, Queries and Forms, object collections (i.e. lists) only the Tables have arrows next to the names of each object.

D

 

[BajanPOET]

What I realized is that when I set the boss' switchboard as default for her copy and saved it, I opened up the staff app, (where the other switchboard was default) and realized that the boss' switchboard was default here too, even although I didn't do it in this file.

I added code to the staff app (updating an OnClick event for a button) and realized that it wasn't reflected in the boss app, so my problem is just at the switchboards.

What? Who? ME????

 

[DirkStruan]

OK, the problem lies in the switchboard items table being linked.

1) Delete one of the front ends. Choose carefully in order to minimise furture work.

2) Get rid of the linked switchboard table (you can delete it), then use File/Get External Data/Import to bring in the file from the back end. Changes to switchboards should now only affect the current front end.

3) Duplicate the front end and amend where necessary.

Later, under Tools/Start Up, select Switchboard for the Display Form to show on startup and uncheck Display Database Window.

Close the database and reopen it, you should only have access to the switchboard. If you need access to the Tables, Queries etc hold down shift when you open the file.

D

 

[BajanPOET]

Thank you very much! It worked!


What? Who? ME????

 

[DirkStruan]

Not a problem - sorry the thought didn't surface earlier.



Dirk

Everything useful perishes through use....Should I not rejoice at being useless?