Front End with 4 different switchboards

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Connie - 27 Jul 2005 15:56 GMT

I have read many areas related to my question, but can't find an answer that
fits, so here goes.
I have a database created. 4 departments will use it. The dept only need
to see THEIR part of the database, forms, reports, etc. although an overview
form with subforms of each dept's info shows all the data in each department
for VIEWING ONLY.

I created a separate switchboard with linked tables to the main database for
each dept. (i.e. ENROLLMENT, PROCESSING, PREMACCTG,VIEWONLY). Now I want the
main database to reside on the shared drive and place copies of the
individual switchboards on each person's machine.

This sounds like a split database to me, but I didn't actually "split" the
main database, but I don't have a "be" database as the backend. All I have is
4 databases with linked tables to one database.

What am I doing wrong? Am I defeating the purpose of splitting the
database? What is the difference between a "be" database and a mdb with
linked tables to one main database?

Help. I'm confused. Thanks.

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Joan Wild - 27 Jul 2005 16:17 GMT

> I created a separate switchboard with linked tables to the main database
> for
> each dept. (i.e. ENROLLMENT, PROCESSING, PREMACCTG,VIEWONLY). Now I want
> the
> main database to reside on the shared drive and place copies of the
> individual switchboards on each person's machine.

Sounds OK.

> This sounds like a split database to me, but I didn't actually "split" the
> main database, but I don't have a "be" database as the backend. All I have
> is
> 4 databases with linked tables to one database.

Well you did though. Just because your 'one' database isn't named with a
'be' in it, doesn't mean it isn't a backend database. Backend database just
contains tables/relationships. It sounds to me like you have exactly what
you want. Put the backend (whatever it's named) on the shared drive (ensure
all users have read/write/create/delete permissions on the folder). Put a
copy of the frontend (one of your 4 'switchboard databases') on the users'
computers.

> What am I doing wrong? Am I defeating the purpose of splitting the
> database? What is the difference between a "be" database and a mdb with
> linked tables to one main database?

Nothing. 'one main database' is the backend.

Signature

Joan Wild
Microsoft Access MVP

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Connie - 28 Jul 2005 00:22 GMT

Thank you Joan,
This is the first "split" database I've made since others were very local
with <3 people using it off a shared folder.

Any suggestions as to how to keep up with any updates to the front ends?
Since I have four different switchboards, (created using the wizard format)
and some forms are in ALL FOUR front ends (those that give full info from all
departments for viewing only) I can see the potential for changing one dept's
front end by adding a new report or form they request, and NOT adding it into
another's front end.

If I need to send an update to all front ends I could overwrite something in
one or the other front end. Yikes! It seems like there should be a better
way. But I'm not a programmer, just a self-taught user of Access for about
10 yrs. I use the wizards for almost everything.

I'm open to suggestions tho as to a better concept to manage four front ends
to the one database.

Thanks for your input.
Connie

> > I created a separate switchboard with linked tables to the main database
> > for
[quoted text clipped - 23 lines]
>
> Nothing. 'one main database' is the backend.

Reply to this Message

Joan Wild - 28 Jul 2005 16:39 GMT

> Any suggestions as to how to keep up with any updates to the front ends?
> Since I have four different switchboards, (created using the wizard
[quoted text clipped - 6 lines]
> into
> another's front end.

I think you've created a bit of a maintenance nightmare with four different
frontends. If I were you, I'd have just one frontend. Instead of using the
switchboard manager to create the switchboards, just create four unbound
forms. You can put command buttons on each that open the various
forms/reports. That way, you have just a single frontend. On each
workstation, you can set the startup form (Tools, Startup) for that person.

Another thing you can do is check the users' login name and then start the
appropriate form based on their name. There's a function at
http://www.mvps.org/access/api/api0008.htm
to grab the login name.

As for updating frontends when you have changes, you can automate this.
Have a look at Tony Toews' utility AutoFe Updater at
http://www.granite.ab.ca/access/autofe.htm

Signature

Joan Wild
Microsoft Access MVP

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Connie - 29 Jul 2005 02:37 GMT

That's what I was afraid of. I actually started out with one switchboard and
I place a button on the main switchboard for each dept, then had all their
forms and reports in multiple pages of 8-button switchboards under the
original. This works fine, EXCEPT that I don't know how to secure each of
the four main buttons so that only the right dept can get into their reports
and forms. I'm not a programmer, but I have used pre-made modules that I
found on here before and they work great. So if someone can help me secure
the buttons on a wizard switchboard, I'd go back to just the one front end!!

I thought I could do that at first when I set up the one front end. But I
found that if I secured button 2 on the main page, it secured all #2 buttons
through-out the other menus. So that didn't work and so I tried putting
front ends in individual folders on a shared drive and then would give
permissions to only those getting into the right folder.

The problem arises that there will be possibly up to 100 people accessing
one of the front ends (the one that is just "view only". The input front
ends will only have about 10 users.

It's a problem I haven't dealt with before, so any help is certainly
appreciated. I will look at the two sites mentioned. Thanks for your help

> > Any suggestions as to how to keep up with any updates to the front ends?
> > Since I have four different switchboards, (created using the wizard
[quoted text clipped - 22 lines]
> Have a look at Tony Toews' utility AutoFe Updater at
> http://www.granite.ab.ca/access/autofe.htm

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Joan Wild - 29 Jul 2005 15:52 GMT

> That's what I was afraid of. I actually started out with one switchboard
> and
[quoted text clipped - 8 lines]
> the buttons on a wizard switchboard, I'd go back to just the one front
> end!!

Again, I wouldn't use the switchboard manager. It's far easier to create
unbound forms for your switchboard. Just add buttons using the toolbox
wizard and you'll find it very easy to add buttons to open forms/reports.
Give it a try.

Once you have that working, it is then simple to hide buttons based on the
user login name.

Signature

Joan Wild
Microsoft Access MVP

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