Suggestions wanted...

[PippinsMama]

A couple days ago I asked about splitting a database on server and I think that solution is perhaps not the right one for our needs. Am wondering if you good people here might have one.

Problem: We have a VERY small company that wants a personnel database to include staff information and payroll information. They have had me set it up and want me to add the staff information but want the HR manager to do the payroll piece.

Bigger problem: They INSIST that it be done in access. I am not an experienced access programmer. I have developed a VERY workable access program that I thought I could split, but upon seeing what happened when you split the DB, decided it was way over my head.

Are there any other workable solutions to have 2 people working in the same database but not having access to all of it? Can I password protect the payroll sections for her? I know you guys all seem really advanced and this is probably stupid, but I am so lost here. The front end/back end thing totally confused me and I was really worried because I am not very access savvy about it going wrong. I need a fairly simple solution, if there is such a thing.

Thank you.

 

[Mr. B]

First, take a step back for a moment. You are struggling over something that should be easy and work well. Splitting you database is something that Access can do for you so it should not be difficult.

Using the split front-end/backend methodlogy for deploying an Access database is not only the preferred method, but it is the correct way to provide access to the data for multiple users.

Think in terms of: You still have tables and other objects. The only difference is that your tables are located in a seperate database file and then are "linked" (appearing and available just like a native table) to the front-end piece. This front-end piece does all of the heavy lifting. It has all of the forms, queries, reports, macros and reports.

As for the security issue, that part can be created in a completely seperate database file and then link to the tables in your original backend database file. You can then use various options to control (even require login) who has access to the payroll information.

I think you have started on the right path. As you come across issues, don't be hesitant to ask your questions here. Someone will try to help.

Hope this helps.

 

[PippinsMama]

I got it split but can't figure out how to work the front ends. I just need two of them. We use a server and I don't want them on our own hard drives because then isn't it not "up to date" unless you import it to the back end? Her front end needs to have "live" information, so to speak.

I will continue to work on it.

my biggest problem with the split is that on my 2 front ends, if I make a change to "my" piece of it to take out the sensitive payroll parts, it also takes them out of "her" end of it too. I have my front end saved on my network home folder and her front end is saved on the network in the same folder as the back end. I need my front end to just have a couple of things "hidden" and the switchboard different than hers.

 

[Mr. B]

We use a server and I don't want them on our own hard drives because then isn't it not "up to date" unless you import it to the back end?

When you use a front-end file linked to the backend file, you do not have to "import" or do anthing else to keep the data updated. The data will always be up to date.

As for two frontends; you can do it that way but you can also control the access to various components of the frontend based on a login or even just the Windows NetUserName that is available when the use opens the database.

 

[PippinsMama]

As for two frontends; you can do it that way but you can also control the access to various components of the frontend based on a login or even just the Windows NetUserName that is available when the use opens the database.

really? We don't use windows netuser though, does that make a difference?

 

[PippinsMama]

We don't have Sharepoint services or Windows NetUserName - we use Windows Server 2008 as a file share server within our small office. Just to give you an idea of what we use here. Thanks again for your help.

 

[Mr. B]

If you are on a network (even a peer-to-peer) you do have a NetUserName. It may just be for each computer and not related to a specific user, but it does exist.

 

[Mr. B]

I am just trying to point out that there are multiple ways of controling access to specific data from any frontend file. The degree of and capability of the security that you implement is up to you and there are a varity of options. Searching here and Google should provide some help.

 

[PippinsMama]

hmm. ok. thank you. will do more research.