Problems opening database

[denileigh]

Hello,

I have a wierd problem I am hoping someone can help me with. Our company database is stored on the server.

The problem is that I can open it when no one is in at and then they can all get in after I open it.

If everyone else is in it, I cannot access it at all until they close out, I open the file and then they can get back in.

Can anyone help me resolve this issue?

Thanks,
Dianne

 

[GMLWORLDCHAMP!]

Help...hope this helps...

Hello,

I have a wierd problem I am hoping someone can help me with. Our company database is stored on the server.

The problem is that I can open it when no one is in at and then they can all get in after I open it.

If everyone else is in it, I cannot access it at all until they close out, I open the file and then they can get back in.

Can anyone help me resolve this issue?

Thanks,
Dianne

Hello Dianne: I hope this helps...

It's called, Exclusive Rights...When you try to open a new file from the empty Access window, you are prompted for the file location. You can choose to Open the file normally, Open Read Only, Open Exclusively, or Open Exclusively Read Only.

So, here's a couple things to mention along those lines...

First, if this database is not a SPLIT DATABASE and it sounds like it is not, you need to split it...let me know if you need more info. on this...

Second, if it a SPLIT DATABASE, you just need to copy the FRONT END of the split database onto each of your user's PC. This makes each front end copy unique but everyone is still writing to the same BACK end database; where all the raw table data lives.

Now everyone can use their FRONT end at their leisure but if for any reason you need to make a structural change to the database; the BACK end, everyone will need to exit and keep out of the database until you complete your changes. If the changes you are making are just design changes; to forms, reports, or even queries, use your own FRONT end version to do this; the MASTER version of the FRONT end; the one directly split from the BACK end database.

Then, just make sure you re-copy each user's FRONT end so that the changes you made on the MASTER version are reflected on their copies...they won't see any changes you may have made to a form, let's say, until you update their FRONT end.

If everyone else is in it, I cannot access it at all until they close out, I open the file and then they can get back in.

No one can be opening their front end database when you're in it and vice versa because the FRONT end is calling on the BACK end and Access can't give two users "Exclusive Rights" to write to the tables at the same time. Only one person can have Exclusive Rights.

This is CRITICAL when you are compacting the database because if someone tries to run their FRONT end while you are in the process of Compact/Repairing, it's almost a sure thing that one or more of your BACK end tables will be corrupted and depending on how many records you have, it can be pretty tough finding the corruption!

 

[denileigh]

You mean keep all the tables in one on the server and the forms, etc (linked tables) on their harddrives right?

 

[GMLWORLDCHAMP!]

Right...sort of...

You mean keep all the tables in one on the server and the forms, etc (linked tables) on their harddrives right?

If you have a decent Access resource text, "SPLIT DATABASES" will be covered. You want to follow this to employ at work.

Basically, a split database is EXACTLY what it sounds like. It is split in two parts.

The first part database (BACK END) contains all the table data and only the table data; no other objects at all.

This back end then lives on the Server.

The second part database (FRONT END) contains everything else and features links to all of the tables in the BACK END but this is the difference between what you're talking about and a true SPLIT DATABASE...

VERY IMPORTANT: The FRONT END part also lives on the Server and copies of it are then placed on each of your user's PC's...that why I said everyone has their own unique front end but as the Administrator, YOU must use the ORIGINAL front end and make your structural changes and design changes to it so that when you update all of your user's FRONT END version, they will reflect the changes you made on the original copy.

Think of it this way, everyone else is just "borrowing" the database for their uses but you control and continue to develop the MASTER version of the database using, the original split FRONT END. Everyone is writing to the same BACK END and naturally, you don't want copies of it anywhere!

Again, extremely important, when you need to make a change to the BACK END database or when you are updating everyone's front end copy, copy each one, one-at-a-time, and when you are doing administration work in the database, make sure no one enters the application by running their front end or the whole database will become corrupt or even CRASH!!!

It's that whole, Exclusive Rights thing and can be volatile to say the least if not used correctly in these circumstances!

It's relatively easy to manage but I'm "alarming" sounding because I've had users break into the front end and destroy the database and rebuilding it from scratch when everyone needs it is super STRESS with hair on it!?#?$?!$

My favorite reference is the Access 2000 Bible. If you need a copy, let me see what I can find for you to save you money but either way, as soon as you can, GET THIS TEXT because it has an excellent description of a split database!

For now, check out: http://www.nwarwick.co.uk/AccessSplitting.htm

Or: http://www.members.shaw.ca/AlbertKallal/Articles/split/index.htm

And: http://www.members.shaw.ca/AlbertKallal/Articles/split/index.htm

 

[Robert88]

Hi Dianne,

Splitting the database will solve the problem.

It sounds like you have your "Tools", "Options", "Advanced tab", and within it Default Open Mode set to "Exclusive". In order to change this a new mdb must be created with the option set to "Shared" and import everything into the new mdb.

But you will also have to watch how people open the database, as usually people who use Microsoft Acess to open it will have it set to exclusive as they open it through Microsoft Access. If you create an icon with switches to open it shared this will work.

But "GMLWORLDCHAMP!", is correct splitting it would solve your problems easier.

Good Luck.

Robert88