Multiple Users for the noob

[chellebell1689]

Hello,
I am working on recreating my church's current record system in Access [2013]. I want to set this up so that multiple users can work on it at the same time. The most users we'd have (altogether) is probably 10 (15 extreme tops!). I don't see any two people working on the same data, but there is always a very slim possibility that would come up and I'd like to have a message pop up saying "_____ is currently working in this section." We have a network for the church and I know it's possibly to make it available over this network. I'd also like the system to save the last person to work on the record and the date it was last modified.

Can someone point me in the direction of a how-to that would be best suited for this? I've found a few, but they're all for tons of users and only one at a time.

Thank you in advance for the help!
(Also, if I'm a little vague on what I'm asking, or if you need more info please let me know.)

 

[Frothingslosh]

Split it. A split database has the tables in one file on the network (called a back-end), and the forms, code, macros, and reports in a file saved to each person's PC (called a front end). The tables from the back end are linked to the front end (either when the database is initially split or via the Table Manager).

To split a regular database into a front end and a back end, on the ribbon, go to Database Tools, and select the button labeled "Access Database", showing a cylinder with curved arrows pointing to two smaller cylinders, and then follow the prompts. The Table Manager itself can be found on the External Data tab.

 

[chellebell1689]

Thank you! Any ideas on a good tutorial/how-to for user set up with only a few users?

 

[chellebell1689]

NM, I found one.
https://www.youtube.com/watch?v=gAKmPnAnXSM
(In case anyone wants it)

 

[gemma-the-husky]

I haven't checked the link.

If this is showing you how to activate record-locking, then I really would not bother. The default optimistic locking is generally adequate for the majority of multi-user databases.

The main things with multi-users is
a) split the database to a front end and back end
b) make sure each users has a unique copy of the front end - the recommendation is to not share databases, even though Access allows you to.

2 users or a 100 users - the principles are the same. multi-user is multi-user.

 

[chellebell1689]

Thank you. I do want record locking by user type because one user may log in on one computer then the next day another computer. Also, both the Youth minister & the Pastor have remote access on their comps and I want to allow them to work on whatever records they need from home without having to worry if they're on the right computer or not. Thank you for the advice, I will definitely look into it for future reference.

 

[gemma-the-husky]

Thank you. I do want record locking by user type because one user may log in on one computer then the next day another computer. Also, both the Youth minister & the Pastor have remote access on their comps and I want to allow them to work on whatever records they need from home without having to worry if they're on the right computer or not. Thank you for the advice, I will definitely look into it for future reference.

its up to you, but what you are describing does not mandate using pessimistic record -locking.

100%, I would not bother, personally

 

[chellebell1689]

its up to you, but what you are describing does not mandate using pessimistic record -locking.

100%, I would not bother, personally

I know this is old, but I just realized I forgot to mention the important reason why I need locks and what not. This database will have financial information (like tithing) and I want to be able to keep those who don't need the access out.

(realized this when looking for a reply from someone)

 

[gemma-the-husky]

I know this is old, but I just realized I forgot to mention the important reason why I need locks and what not. This database will have financial information (like tithing) and I want to be able to keep those who don't need the access out.

(realized this when looking for a reply from someone)

OK.

Well privacy is not the sense implied by the term "record-locking"

what "record-locking" in a database is, is a system to temporarily "protect" records when multiple users are working on them to prevent an inconsistent update. Nothing else.

ie. you have a record with a total of £100. I want to add £10, another user wants to add £20. The locking is purely there to make sure that the final figure ends up being £130.00 rather than £110 or £120. (and even though it can be used, it is rarely necessary, because access by default uses a less severe technique to obtain the same result. )

if you want to prevent some users being able to "see" the £100 value in the first place, that is completely different.

 

[chellebell1689]

Oh ok. Thanks! I'll look into a proper way to do this.