Database shared with multiple users

[zbird]

Hi,

I would like to share the database that I have just finished building up. We have a LAN system, but I have never done anything like this before. Do I just simply put it in a folder on the server and set in the Option menu in Advance that the default is Shared? Do I need to involve the main administrator of the system?

The users have their own password to the server. How will I make sure that they can access the database with the same password or do I need to create new one for each person?

Many thanks,
Susanna

 

[Catalina]

Do a search here on 'split database' and you will find many related posts that handle a multiple user situation involving LAN.

Good luck.

Catalina

 

[Pat Hartman]

Access is multi-user out of the box. However, when sharing a database on a LAN the best practice is to split the database (you can use the built-in database splitter) and place the back end (BE) which contains only the tables on a shared drive and give the users their own copy of the front end (FE) which should be run locally from their "C" drive.

As for security, set up the network share where the BE is to only allow access by authorized users. They will need create and delete permissions on the shared folder because Access will need to create and delete its lock file on their behalf. The lock file is what Access uses to manage sharing for multiple users.

 

[zbird]

Thanks for you both. I don't really want to split the database. I found the whole thing far too complicated. What is the danger of putting the database onto the server and just make it accessible for other either as a read-only or as an editable version. I tried to look into this in the Database book and I found that I need to create a WIF (Workgroup Info File). I don't really get that this has to be created on each single computer or I should create for each user one and store at the same place on the server where the database is.

 

[Pat Hartman]

You probably don't want to wear your seatbelt either but you do have a fiduciary responsibility to your employer to keep his data safe.

Sharing a 1-file application dramatically increases your chance of corruption and lost data. If your network is absolutely stable and never even blips and your users never have a problem that locks their PC and causes a hard reboot and your users never simply hit the power off button without shutting down when they leave for the day, etc. You may not ever have a problem. I don't like your odds though.

Unless you are using A2003 or earlier and have specifically secured the application, there is no need to distribute a custom workgroup file. The default will work fine.

 

[hardyd44]

I have to agree with Pat on this, I have completed exactly the same scenario and went with a shared folder on the server placed the backend there, then created a runtime version of the frontend for install on each pc (7 in total). This after a bit tweaking it has worked well for the last 12 months - however I would add create regular backups of the backend, at least daily if not more as I had it corrupt because of a power outage.

What don't you like about splitting the database?

 

[RainLover]

Thanks for you both. I don't really want to split the database. I found the whole thing far too complicated.

Splitting a Database is a simple as falling off a log.

You put the Tables in the Back End (Server) and everything else in the Front End (Client)

Then you link the Tables in the Back End to the Front End and you are done. A five minute job.

What could go wrong if you don't split? In a worst case scenario. You can loose all your data.

 

[khodr]

Hi Zbird,
Benifits of Spliting Database,
a) you can copy the Front End and change the Codes while others are working normally on the old one and after you update your Front End you can link it back to your Back end and all the data is there up to date,
b) if any user deleted the Front End by Mistake or because of System error which could cause corrupting, then you need only to copy back the Front End and Re-Link and work in peace again,

if you want we can share some experience how to make database works on LAN safely and easy,
Regards.
Khodr.