Preventing users from creating new MDB files?

[angryst]

Hello everyone!

I'm trying to find out ways to prevent users from creating brand new MDB files either on a desktop or on a network.

Now I know about couple of options.

I found this on MS site: http://support.microsoft.com/?kbid=210329

This is helpful as a general solution, bur requires dabbling with the users and groups and creating mdw's, which I'd like to avoid for now if possible.

Another option I like is installing a run-time version of Access from Office Development CD (Reduced functionality mode), which doesn't allow the user to create anything new except for running current Access apps. I assume, one can't create new MDB's with this either. This would be great, but has anyone tried this out, have any experience with this??

Now, I know I can probably prevent file creation at the OS desktop/network level with policies/user or group permissions and so forth. But I'm looking for any other ways, if at all they exist (other than mentioned above) to prevent users from creating new MDB's while still being able to use current apps without allowing them to modify them.

Has anyone any input on this, suggestions?? I'd really appreciate it. Thanks in advance.

mac

 

[namliam]

Run-time version does just that... Run... nothing more...

regards

 

[angryst]

Namliam,

have you actually used that version to create such an install?

 

[Pat Hartman]

You can't use the runtime version of Access to create anything. There is no access to the database window at all so the only interface available is what your application presents.

Removing the users' ability to create new databases seems somewhat draconian. Why not also prevent them from creating new spreadsheets or word documents.

 

[angryst]

I hear you loud and clear Pat, that comment (draconian and excel) has come up in the meetings as well. But it's more complicated than that. Won't get into that here.

Nonetheless, unlike excel or word, it's possible to create pretty good db apps in Access in the latest version with the front end and all and using it for quite many different options. We just want to limit the proliferation of these "apps" from spreading. Thanks for your input.

Regards

 

[ghudson]

Do you not want the users to create their own databases using MS Access? If so, uninstall Access from their PC. They will still be able to use your runtime db's if they are correctly designed and installed. As Pat stated, that is a pretty harsh thing to do. Especially if you have some users who are trying to improve themselves and their job processes.

Or, are you trying to prevent somebody from making a copy of your db and taking it somewhere else? If so, test for a specific file on their hard drive or server. If the file can not be found then close the db. Or test for their network ID and close the db if that can not be found.

HTH

 

[angryst]

HTH,

yes, i do not want users to create their own MDBs. That is why I was leaning toward the run-time install. (self-improvement issue is another topic) They've already created 11,000 (yes, thousand!!!!) MDBs, each one more important than the other and each one very small.

As far as copying is concerned, I guess, I would like that too, but I can do that with OS security settings, by changing file/folders rights and permissions, can't I?

mac

 

[Pat Hartman]

If you don't want people to use a product, don't install it on their systems. Remove the full version of Access from all the PCs in question. Then buy a single copy of the Office developer's edition. That will allow you to install the runtime version of Access on as many PCs as you need. The user will not be able to do ANYTHING with Access except to open already developed databases.

If you go this route, you might need to add functionality to your existing databases because the normal Access menus will not be available to the user so things like "printing" can become a problem. Anyway, there's lots here on the runtime version and also FAQ at the kb.

 

[FoFa]

ok angryst I have to ask, 11,000 mdb's, so what? We have way more than that XLS files around here, and they are all 'important', just ask them! So I ask what is the advantage to not allowing them to create mdb files? Inquering minds want to know.

 

[ghudson]

I have to ask...

Are they creating the databases to do their job as efficiently as possible to work with their data the way that they need it?

Are you going to create all the ad hoc databases your users need when they need them?

I doubt that 20 people created 11,000 databases. How many users do you have to support when they need a new database just to modify their query and report to analyze their data in a different view than what was given to them.

Runtime databases require a lot more time and effort to create because you have to give them all the options that they need. An Access database already has all the tools that the average user needs. Why reinvent the wheel. Runtime databases are normally created when the users do not have the full version of Access installed and they also offer the advantage of locking the database down to prevent the user from modifying the db when used with Access security. I am generalizing here but you get my drift. I develop all of the multi user db's in runtime but that is my preference.

 

[racdata]

Why so selfish!! - Leave the users to create their own db's. If someone want to improve themselves why not.
If they create a db they can change and develop it - If you create it and changes must be made their are always the possibility that it will take ages because you don't have the time to do it.

Give your users the credit if they develop a good db.

You are not the only one who have the knowledge to do it!!

 

[angryst]

Well, to rebuttle....

The problem is, the people who create these databases have no Access experience other than creating simple tables and some forms and reports. They are not trying to learn anything (most of them). Then someone else "improves" them, then they break and can't fix it themselves and call IT to fix it for them. RIGHT NOW!!! Because by this time it's a production database, that no IT person knows about. So this creates a problem.

Another thing is, we have systems for reporting and simple database creation through IE on SQL Server which every user should be using instead of Access. It's totally gui based so it's easier than Access.

The thousands of databases were not created by 20 people. My company has more than 5000 employees.

You're right FoFa, not all mdb's are important, but a big chunk of them. Either way, we're trying to setup a policy of limiting the number of MDBs created. But if a department has needs to create databases on their own, we're willing to let them do that by installing full fledged MS Access.

 

[Pat Hartman]

and they also offer the advantage of locking the database down to prevent the user from modifying the db when used with Access security

ghudson, not so. The Access runtime does not do anything to a database. It simply runs it. The retail version of Access allows you to create, modify, and run Access databases provided security will let you. The runtime version of Access will ONLY allow you to run them again, assuming Jet security will allow it. Therefore, if a user has only the runtime instealled, he cannot create new db's or modify existing ones. That doesn't mean that the db's themselves are any different or more secure.

 

[mission2java_78]

ghudson, not so. The Access runtime does not do anything to a database. It simply runs it. The retail version of Access allows you to create, modify, and run Access databases provided security will let you. The runtime version of Access will ONLY allow you to run them again, assuming Jet security will allow it. Therefore, if a user has only the runtime instealled, he cannot create new db's or modify existing ones. That doesn't mean that the db's themselves are any different or more secure.

This whole thread is not an access problem. I think your company needs to come up with a policy. There should be someone saying well we need this so create a db for this...this should all be documented. Your company of 5000 seems to me has no specific process when development takes place. The root of the problem is this and not users opening up mdbs and creating databases..

I mean seriously what happens someone just creates a db and tells everyone else to use it? Come up with a policy or tell your company to come up with a policy as to what "company" databases are valid and what aren't. Your users are misrepresenting the company by these tools.

 

[angryst]

You're right mission2. We are working on such a policy, as one wasn't implemented before.

But the thread does have to do with Access, as I was looking for ways to limit Access functionality. But I realize, that it got off topic a bit.

Nonetheless, I now know for sure what runtime version does if we will implement at all. And since I didn't read anyone write any other solutions, I'm assuming that this is the only way to prevent MDB file creation using Access. Unless someone disagrees....