Hide a Switchboard Item on Some front ends

I split a database (in A2002-3). Some of the users should not enter data,
only view it and design queries, reports, maybe do extracts.

I tried to delete the "Enter Data" submenu from the Main Menu on one front
end, and it removed it on all of the front ends. (I had to rebuild it - grrrr)

Is there a way to Hide an option (or delete a submeneu) for some users in a
front end and leave it intact for other users/front ends?

I tried to set up security workgroup, passwords - I do not have extensive
server privileges and no one else at work was able to help me establish all
the files, etc. This is why I am trying to achieve this thru hiding certain
options on some front ends but not on others.

Thx!

LBRT

On Wed, 4 Feb 2009 11:41:35 -0800, LBRT
wrote:

I split a database (in A2002-3). Some of the users should not enter data,
only view it and design queries, reports, maybe do extracts.

I tried to delete the "Enter Data" submenu from the Main Menu on one front
end, and it removed it on all of the front ends. (I had to rebuild it - grrrr)

Is there a way to Hide an option (or delete a submeneu) for some users in a
front end and leave it intact for other users/front ends?

I tried to set up security workgroup, passwords - I do not have extensive
server privileges and no one else at work was able to help me establish all
the files, etc. This is why I am trying to achieve this thru hiding certain
options on some front ends but not on others.

Thx!

LBRT

Your best bet might be to have two different frontends, one for "look but
don't touch" users, another for the elite.

Are you sure you actually have each user getting their own separate copy of
the frontend? The fact that your change "removed it on all" suggests not!

The alternative is to use Access workgroup security, with all its complexity
and annoyance.
--

John W. Vinson [MVP]

Your best bet might be to have two different frontends, one for "look but
don't touch" users, another for the elite.

Are you sure you actually have each user getting their own separate copy of
the frontend? The fact that your change "removed it on all" suggests not!


Keeping in mind I am learning on the job - I split the database into a back
end and a front end. Then I copied the one front end several (20) times and
customized each one for each user. Front ends are in separate folders with
custom netware access rights (I was granted this function) on each folder.
Removing the Edit option in one of these folders is where I discovered it was
gone [forever] in all the other front ends.

How would I create a unique front end for each user, other than to create
copies and then add custom filters to queries, etc.? Sorry for my vast lack
of expertise in this - I have learned so very much this last year from
eavesdropping here on these forums.

The alternative is to use Access workgroup security, with all its complexity
and annoyance.
--

You are being gracious in your description of this aspect of Access....

Thanks so much for the speedy reply - looking forward to your thoughts!

LBRT
John W. Vinson [MVP]

On Wed, 4 Feb 2009 16:40:04 -0800, LBRT
wrote:


Your best bet might be to have two different frontends, one for "look but
don't touch" users, another for the elite.

Are you sure you actually have each user getting their own separate copy of
the frontend? The fact that your change "removed it on all" suggests not!


Keeping in mind I am learning on the job - I split the database into a back
end and a front end. Then I copied the one front end several (20) times and
customized each one for each user. Front ends are in separate folders with
custom netware access rights (I was granted this function) on each folder.
Removing the Edit option in one of these folders is where I discovered it was
gone [forever] in all the other front ends.

I do not understand AT ALL how this could POSSBILY happen, if it's really what
you did. Are you sure you weren't changing some option in the Access program
rather than in the database? What *specifically* did you do?

How would I create a unique front end for each user, other than to create
copies and then add custom filters to queries, etc.? Sorry for my vast lack
of expertise in this - I have learned so very much this last year from
eavesdropping here on these forums.

You're certainly on the right track, and - again - I have no idea what could
have caused this problem.

The alternative is to use Access workgroup security, with all its complexity
and annoyance.
--

You are being gracious in your description of this aspect of Access....

g You've read the Microsoft Access 2000 Security FAQ

http://support.microsoft.com/kb/207793/en-us

I presume?
--

John W. Vinson [MVP]

"John W. Vinson" wrote:

On Wed, 4 Feb 2009 16:40:04 -0800, LBRT
wrote:


I do not understand AT ALL how this could POSSBILY happen, if it's really what
you did. Are you sure you weren't changing some option in the Access program
rather than in the database? What *specifically* did you do?

You're certainly on the right track, and - again - I have no idea what could
have caused this problem.

g You've read the Microsoft Access 2000 Security FAQ

http://support.microsoft.com/kb/207793/en-us


Yes, sadly, I did. And several other pieces I found, trying to figure out in
advance what I had to do. My favorite quote was one (forgive me - cannot
remember the author) - that the average number of attempts at "securing" an
Access database was over 3 - I stopped at 5. Some of the issues I think are
due to the netware lack of privileges (mine). Some, due admittedly to my
inexperience.

I described exactly what I did with the split db - I was shocked to see it
removed menu options from other front ends. I did this before with another
Access database and it is still working great (after almost 3 years). I will
split another copy of the master for this one and make a few copies, see if I
can determine what is going on.

I am glad to know that what I was expecting was a surprise to someone
experienced - logically, I was following my references. Maybe a slow repeat
as a pilot will point out some discrepancy to me.

I will post again before the weekend. Wish me luck -

LBRT

John:

I do not understand AT ALL how this could POSSBILY happen, if it's really what
you did. Are you sure you weren't changing some option in the Access program
rather than in the database? What *specifically* did you do?

I had this thought - since all the front ends are linked to the same set of
tables (back end), and one of those tables contains switchboard items, could
this be why changes to the switchboard affect all the front ends?

What I did: I could not see how to hide an option on a menu, so I removed
the option (a secondary menu for entering data) on the main menu. When I
started up another user's front end to customize the filters etc., there was
no longer an "Enter Data" option on the main menu, or in the switchboard
manager.

Would this work? I create a second main menu - without the "Enter Data"
option- and set it as the default switchboard in those front ends where users
should only view data. Both main menu versions would exist in the table of
switchboard items? Different default switchboard (set in the manager) in some
front ends?

Now I am at the edge of what I know so far about this aspect of Access -
looking forward to your reply! Thanks for your consideration -

LBRT

On Thu, 5 Feb 2009 03:18:56 -0800, LBRT
wrote:

Would this work? I create a second main menu - without the "Enter Data"
option- and set it as the default switchboard in those front ends where users
should only view data. Both main menu versions would exist in the table of
switchboard items? Different default switchboard (set in the manager) in some
front ends?

Now I am at the edge of what I know so far about this aspect of Access -
looking forward to your reply! Thanks for your consideration -

all I can say is... try it. I have no idea how you set up the menus, and your
analysis is probably correct, but without seeing how it was done I can't be
certain.
--

John W. Vinson [MVP]

Hi,
Just wanted to put my 2 cents worth in. What you describe with the table
for the menu in the backened is what is causing the problem. Just as when
anyone changes something in those tables for a customer for instance everyone
sees the change.

The easiest (?) way to accomplish what you want to do is keep a local copy
of the "menu" table in the front end. You copy it twice (or more) and delete
the menu items you wan't (or you could also delete the actual forms also).
Then you can give the appropriate front end to each person.

Here are a couple of the caveats:
People can get around the menu system and go directly to the forms if they
have Access to the tables or forms. Database window 2003 Navigation Pane
2007

It can be a pain copying and recopying the front ends if you make alot of
changes. And making sure you remember what is different in each version.

There are ways to solve these but it is more involved.

Hope that helps at least a little.

"LBRT" wrote:

John:

I do not understand AT ALL how this could POSSBILY happen, if it's really what
you did. Are you sure you weren't changing some option in the Access program
rather than in the database? What *specifically* did you do?

I had this thought - since all the front ends are linked to the same set of
tables (back end), and one of those tables contains switchboard items, could
this be why changes to the switchboard affect all the front ends?

What I did: I could not see how to hide an option on a menu, so I removed
the option (a secondary menu for entering data) on the main menu. When I
started up another user's front end to customize the filters etc., there was
no longer an "Enter Data" option on the main menu, or in the switchboard
manager.

Would this work? I create a second main menu - without the "Enter Data"
option- and set it as the default switchboard in those front ends where users
should only view data. Both main menu versions would exist in the table of
switchboard items? Different default switchboard (set in the manager) in some
front ends?

Now I am at the edge of what I know so far about this aspect of Access -
looking forward to your reply! Thanks for your consideration -

LBRT

I think I will try it and see what happens -

The input from CraigH (following yours) is also very helpful!

Thanks so much for your time and attention with this - I really have
absolutely no one I can ask these kinds of questions!

LBRT

"John W. Vinson" wrote:

On Thu, 5 Feb 2009 03:18:56 -0800, LBRT
wrote:

Would this work? I create a second main menu - without the "Enter Data"
option- and set it as the default switchboard in those front ends where users
should only view data. Both main menu versions would exist in the table of
switchboard items? Different default switchboard (set in the manager) in some
front ends?

Now I am at the edge of what I know so far about this aspect of Access -
looking forward to your reply! Thanks for your consideration -

all I can say is... try it. I have no idea how you set up the menus, and your
analysis is probably correct, but without seeing how it was done I can't be
certain.
--

John W. Vinson [MVP]

Thanks for your input - what you said makes a lot of sense - I think I can
move ahead now with your input and John's -

Thank both of you very much for your considered opinions!!

LBRT

"CraigH" wrote:

Hi,
Just wanted to put my 2 cents worth in. What you describe with the table
for the menu in the backened is what is causing the problem. Just as when
anyone changes something in those tables for a customer for instance everyone
sees the change.

The easiest (?) way to accomplish what you want to do is keep a local copy
of the "menu" table in the front end. You copy it twice (or more) and delete
the menu items you wan't (or you could also delete the actual forms also).
Then you can give the appropriate front end to each person.

Here are a couple of the caveats:
People can get around the menu system and go directly to the forms if they
have Access to the tables or forms. Database window 2003 Navigation Pane
2007

It can be a pain copying and recopying the front ends if you make alot of
changes. And making sure you remember what is different in each version.

There are ways to solve these but it is more involved.

Hope that helps at least a little.

"LBRT" wrote:

John:

I do not understand AT ALL how this could POSSBILY happen, if it's really what
you did. Are you sure you weren't changing some option in the Access program
rather than in the database? What *specifically* did you do?

I had this thought - since all the front ends are linked to the same set of
tables (back end), and one of those tables contains switchboard items, could
this be why changes to the switchboard affect all the front ends?

What I did: I could not see how to hide an option on a menu, so I removed
the option (a secondary menu for entering data) on the main menu. When I
started up another user's front end to customize the filters etc., there was
no longer an "Enter Data" option on the main menu, or in the switchboard
manager.

Would this work? I create a second main menu - without the "Enter Data"
option- and set it as the default switchboard in those front ends where users
should only view data. Both main menu versions would exist in the table of
switchboard items? Different default switchboard (set in the manager) in some
front ends?

Now I am at the edge of what I know so far about this aspect of Access -
looking forward to your reply! Thanks for your consideration -

LBRT