MultiUser Forms - View only data entered

[tibaxter]

Hey Guys,

I am developing a database for Student Services section. The other staff do not have any training and so I want to make the system foolproof and protect privacy. I know how to make specific objects unavailable (in fact they won't even see the access menu with tables, queries etc., I'll use a form as the directory and have everything close and pop-up).

1. I want to have only the data a user has entered available to them, through forms and reports, rather than from a whole table.

2. Also I would like to be able to make records periodically available for a specific user if they ask. I.E. if both parties agree to this sharing of information.

3. Would it be easier to have seperate tables or whole databases for all users, then append records to another database or table for statistical analysis etc. (grouped data needs).

I really have just taught myself over the last few months so please help!!!

Tim

Thanks for any replies.

 

[glynch]

Add a field to hold the user ID of the person who entered the data, and then query the data to display only the records entered by the current user.

As far as sharing data among users, you could have two listboxes to display the list of available usersand pull from that list into the other list. Then query the data grabbing all records entered by anyone in listbox #2.

This is a little complicated to code if you don't have much experience but I think there might be third party controls that incorporate that double listbox.

You would also need to manage who could see whose names in the lists of users.

I hope this was of some help.

 

[tibaxter]

Thank you

So I would base the form on the query not the table?

Tim

 

[tibaxter]

P.S.

P.S. Is there any way to have the default value of the field/value entered automatically change according to the user using, or should I have multiple forms with different hidden ID fields with default values already put in?

 

[glynch]

Answer to question 1, yes.

Question 2: This is from Access Help files

CurrentUser Function

You can use the CurrentUser function to return the name of the current user of the database.
For example, use the CurrentUser function in a procedure that keeps track of the users who modify the database.

Syntax

CurrentUser

Remarks

The CurrentUser function returns a string that contains the name of the current user account.
If you haven't established a secure workgroup, the CurrentUser function returns the name of the default user account, Admin. The Admin user account gives the user full permissions to all database objects.
If you have enabled workgroup security, then the CurrentUser function returns the name of the current user account. For user accounts other than Admin, you can specify permissions that restrict the users' access to database objects.

The following example obtains the name of the current user and displays it in a dialog box.

MsgBox("The current user is: " & CurrentUser)

HTH

 

[tibaxter]

Thank you so much

Thanks a whole lot. That'll work perfectly for the application.

I really appretiate your help

Tim