Using Permissions/security on Forms in Access

[Appletops]

I am not very techy and I am in the process of creating a very simple Purchase order system.

The requestion details are to be entered on the form. Anyone can have access to this section.

I would like to add a drop down list of persons who are allowed to authorise purchases. This should only be available to the person who is on the list and at the appropriate spend level.

I have looked at the security levels in Access and workgroups but I am not sure if this will be the correct way to go!

Any help would be appreciated!

 

[jrbarnett]

Access security gives permissions on the ability to use or manipulate certain objects (forms, reports, queries etc) rather than limiting the data in it.

If you want to be able to set maximum limits to spending and enforce this, you need to:

1. Put a table of users in the system, have a field on there indicating the maximum amount they are able to spend.

2. You need to authenticate user of the system against the list. This means using code like

http://www.mvps.org/access/api/api0066.htm

to create a "Single sign on" type system whereby your network authentication is also your database authentication.

3. The database itself needs to be in MDE format and the maximum amount needs to be scrambled, so it can't easily be changed by unauthorised users. You need to work out some sort of algorithm such that the figure isn't stored as text or numeric in a field, but is descrambled.

4. A central function needs to be called from anywhere a requisition can be created. This needs to take as input:

* Login ID of person (to verify that they are able to approve a transaction)
* Total value of transaction (to check it is less than or equal to the maximum level they can authorise)
* An account number - if applicable - to charge to

(as an enhancement you may want to add as a fourth condition the total value of the purchase + total transactions on a particular account wouldn't take it into a negative overall balance - ie sufficient funds are available to pay it).

Once these have been verified, the data can be saved and wait for further processing. If either condition fails, it can't let it go further until somebody else with a higher overall spending authority approves it, or the overall budget is increased.

John

 

[Appletops]

Thank you for your input - I shall look into this

Regards