Kathy

[Ms Kathy]

How do I restrict access to the database while still being able to add a new hyperlink? I tried deselecting the "display navigation pane" option. But when I do this I am unable to add/edit a hyperlink in a form - when I right-click the only option I get is "add to favorites" rather than "edit", etc. Thank you.

 

[billmeye]

Are you saying you share this database with others and you want to be the only one able to edit in design mode? Have you tried opening the database using Shift Enter? This will bypass your settings and show the navigation pane.

 

[Ms Kathy]

(Let me begin by saying that I'm a novice.) Yes, I want to be the only one to edit in design mode. What I did to restrict access to the database was under Access Options, I deselected the navigation pane. This is fine when the database opens the users are unable to obviously access the navigation pane. However, they are able to right-click on a form and select design view. That's one issue. The other issue is that I have a form for data entry that contains a field that is a hyperlink. They are unable to "edit" and thus enter data into this field. The only option that is available when they right-click is "add to favorites". (I AM able to enter data when I open the database by holding down the shift key - then I can right-click, select "edit hyperlink" and create a new link.) Any suggestions? (By the way, I'm only here one day a week which is why I'm so late in my response.) Thank you.

 

[billmeye]

I am confused about your hyperlink field, if it is a field in a table the user should be able to just type in the field, no need for right clicking etc. If the field is text, you are adding the extra task of right clicking and assigning the hyperlink. If you want your field to not contain the URL or folder address but some other detail, create two fields, one that is just text and one that is the hyperlink address.

To restrict access and control who can do what can be difficult for a novice. To begin with Access allows you to disable ALL built in menus but then you would need to build your own which is difficult.

Also, if you are sharing the exact same DB that is probably a bad idea. You should create a master copy that does not have anything disabled and then create a second copy saved as an ACCDE (this does not allow the user to make design changes). As far as the menus or navigation pane are concerned as long as the file is an ACCDE the user could not do any harm.

Secondly, if you are actually saving data in the same DB as you are performing data entry, you need to split the database into 2 with one as the back end that just has your data tables and one as the front end that has links to your data and is just for data entry and reports.

If you do not split your database you will not be able to create different copies since each would have independent data and you will not easily be able to merge data.

Remember to always save your ACCDB version as you will never be able to edit an ACCDE version and you can not convert it back to an ACCDB version.

 

[Ms Kathy]

Regarding the hyperlink . . . we have a "nutritional field" that links to an image file that is stored on the file server, and an "ingredient statement" that links to a text file that is also stored on the file server. Evidently this data needs to stay on the file server; however, people want to be able to view this information from the database. Both of these fields are hyperlink fields in a table (which link back to the location where they are stored on the file server). Does this answer your question?

And thank you for the additional information on data entry.

 

[billmeye]

With that in mind, I think what you are actually doing is assigning a hyperlink to the forms control and not the actual fields data. This can only be done if you have full access to making design changes so the ACCDE would not accommodate this and you could not restrict the users access while being able to make design changes.

Do you have a need to change the controls hyperlink address on the fly? Are you trying to hyperlink based on the what information is in the field? This is not the way to do so.

Are you just linking to a file location, i.e, P:\NutritionImages\Product1.jpg and showing it in an unbound Image control? Is this table of products on a server like MSSQL or is it stored in an Access database?

I apologize for all the questions, but I think what you are doing does not sound right but I am also not truly understanding what your database is doing.

 

[Ms Kathy]

Thank you for your patience! I know I'm not being very clear and concise. Let me try again. We have a db that contains information about a particular item (baked good) that we produce. One of the fields in this table is a "nutritional" field and the other is the "ingredient" field, which both have the "hyperlink" property in the database. It would be much easier if we could store this data in the database we're using, but because the information is used to create labels in another program the data must reside where it currently is on the file server. However, we want to be able to view this information when we're looking at a particular item (baked good). I initially had these set up using the "attachment" property in the table, but that won't work because when a change is made to the data it is not changed to this "attachment". That's why I changed the property for these two fields to "hyperlink". That way, with a click on the field, it points to where the information of the field is stored on the database for users to view; and if a change is made it will translate to the item in the database. Thank you again for your patience!

 

[billmeye]

So, since your fields are hyperlink fields, you and your users should not need to right click to change the hyperlink, they can just type in or copy and paste into the field with the new hyperlink address.

Getting back to your original concern about locking users out of design, you should be able to use an ACCDE version for your users as long as you split out the data tables. Good luck.

 

[Ms Kathy]

I will review the database info regarding the ACCDE version with our IT person when she comes in. Hopefully this will address the issues. And we'll play around with typing in the hyperlink address into the field. I sincerely appreciate your insight!