User permissions in Access 2010

How do you create permissions in Access so user "A" and edit data, but user "B" can only view data?

I prefer to use a procedure that locks the individual controls. This allows the users access to search and filter functions. If you always want a particular control to be unlocked or locked regardless of the value of bLock, then add either "Lock" or "NoLock" to the tag property.

this code can be used as is. Add it to a standard module and call it from the Current event of each form you want to control.

If ..... code to determine read only
    Call LockControls(Me, True)
Else
    Call LockControls(Me, False)
End If

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Public Sub LockControls(frm As Form, bLock As Boolean)
    Dim ctl As Control
    For Each ctl In frm.Controls
    Select Case ctl.ControlType
        Case acTextBox, acComboBox, acListBox, acCheckBox
            Select Case ctl.Tag
                Case "NoLock"
                    ctl.Locked = False
                Case "Lock"
                    ctl.Locked = True
                Case Else
                    ctl.Locked = bLock         'toggle locks
            End Select
        Case acOptionGroup, acOptionButton, acCheckBox      ''not working
             Select Case ctl.Tag
                Case "NoLock"
                    ctl.Locked = False
                Case "Lock"
                    ctl.Locked = True
                Case Else
                    ctl.Locked = bLock         'toggle locks
            End Select
        Case acCommandButton
            Select Case ctl.Tag
                Case "NoLock"
                    ctl.Enabled = True
                Case "Lock"
                    ctl.Enabled = False
                Case Else
                    ctl.Enabled = Not bLock         'toggle locks
            End Select
    End Select
Next ctl
Set ctl = Nothing
End Sub

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LVL 60

Jim Dettman (Microsoft MVP/ EE MVE)President / OwnerCommented: 2015-10-08

Nothing is built into Access to handle that.

Some add a security system in the form of a couple of tables. One for forms, with a permission flag for Open, Add, Edit, and Delete, and another for controls, with flags for enabling/disabling the controls.

The other way to do it is use a different data store rather than the ACE database engine. Something like SQL Server, which allows for security on tables and views to be set by user and/or group.

That doesn't really touch objects though, so most build something in Access.

Jim.

LVL 86

Scott McDaniel (Microsoft Access MVP - EE MVE )Infotrakker SoftwareCommented: 2015-10-08

Here's an addon that will do something like that:

http://www.peterssoftware.com/las.htm

As Jim said, it won't do anything for actual data security (users could still go directly to your tables and edit data there), but it does make things a bit easier to control in regard to what users can do on your Forms and such.

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rrhandle8Author Commented: 2015-10-08

Thanks guys. I wonder if I can make this simple. There are only two user types: full permissions and read only. Based on the user's login information could I make the database readonly? Or maybe use a second database just for logging in, and open the database as readonly for particular users?

You can set all of your Forms to be ReadOnly when opening them like this:

Me.AllowEdits = False
Me.AllowAddition = False
Me.AllowDeletes = False

This would allow the user to view data, but not modify it.

Of course, if you're allowing users access to your Tables or Queries, then you have no control over that.

Scott, possible to loop through all forms when database opens, and set the properties you stated?

You just write them in the Open or Load event of the Form, based on the user login. In most cases, you'd have a hidden form somewhere that would store your "User Level", and your forms could refer to that:

If Forms("Hidden_Form").txtUserLevel > 1 Then
Me.AllowEdits = True
Me.AllowDeletes = True
ect ect
Else
Me.AllowEdits = False
etc etc
End If

Or you can do this:

Me.AllowEdits = Forms("Hidden_Form").txtUserLevel > 1

This would set AllowEdits to TRUE if the Userlevel is greater than 1, otherwise it would set it to FALSE.

LVL 44

PatHartmanCommented: 2015-10-08

User permissions in Access 2010

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