Multi User: one users data ending up in another user's record

[lisarmj]

Hello -

I'm tasked with troubleshooting a database (ACCESS for MS Office 365 with latest updates).

The database is split into Front-End/Back-End. The backend resides on a server, each user has a copy of the frontend on their own computers. There are three users each entering data for different clients.


Here is the situation:
User 1 is entering data for Client A while User 2 is entering data for Client B and Client A's data ends up getting saved into Client B's record. How is this possible and are there any suggestions for correcting this problem? This issue does not happen all the time, but obviously when it does it is a problem.

Both users were using the same form to enter data for different clients.

The intake form is a main form with an unbound subform that changes depending on which intake category is chosen. Each subform contains fields from the same tblIntake. (there are 50+ fields for each intake)

Please let me know if I can provide more information.

Thank you!

 

[Ranman256]

this should not happen.
Are you sure user 1 & 2 are not just looking at different records?

Do you have limits set to Users can only enter data for their Client?
or is it just free entry?

 

[Galaxiom]

The intake form is a main form with an unbound subform that changes depending on which intake category is chosen.

The will be a problem with the query that sends data from the unbound form.

 

[lisarmj]

this should not happen.
Are you sure user 1 & 2 are not just looking at different records?

Do you have limits set to Users can only enter data for their Client?
or is it just free entry?

There are only 3 users and they all have access to every client.

I haven't witnessed the problem. Here is the note I received from my client:

"Somehow information entered into one patient's file sometimes ends up in a another patient's file. When we have difficulty getting it to accept what we input and can't get it to appear in the file we are working on it seems to show up in the file that the other person is working on at that moment. For example I was writing a note in one patient's file and it appeared in the file of a client the other intake rep was working on at that moment. In another incident, the recommendation I was entering in one patient's assessment showed up in the assessment the other rep was working on at that same time."

I've never seen this before and can't understand why they would be having difficulty saving the data in a record. In all my testing I never ran into that problem.

 

[lisarmj]

The will be a problem with the query that sends data from the unbound form.

What kind of problem are you thinking of? The subforms are all based on the same table and they are linked to the main form by the primary key (the assessement ID). All suggestions are appreciated.

 

[Galaxiom]

What kind of problem are you thinking of? The subforms are all based on the same table and they are linked to the main form by the primary key (the assessement ID).

It is hard without knowing a lot more about the structure but you said the subforms are unbound. Consequently their data is being sent to the tables using a query triggered by some event. Where does that query get the key from?

A common problem involves not immediately saving a new record that is created where some key on it generated from a DMax + 1. Until the table is updated another new record will come up with the same key.

 

[lisarmj]

It is hard without knowing a lot more about the structure but you said the subforms are unbound. Consequently their data is being sent to the tables using a query triggered by some event. Where does that query get the key from?

A common problem involves not immediately saving a new record that is created where some key on it generated from a DMax + 1. Until the table is updated another new record will come up with the same key.

Thank you - I'll take a look at this.