1 Open the database whose records you want to
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2 Click the Office Button, click Access Options,
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LIMIT VALUES IN A LOOKUP FIELD A lookup field can appear in a form as a combo box or as a list box from which the user chooses a value Users may also enter a value not already on the list If you
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Secure the Database with the User-Level Security Wizard
The User-Level Security Wizard can secure any or all of the objects in your database All the relationships and linked tables are kept intact when you secure the database with the User-Level Security Wizard It also makes a backup copy of the original database in case you have forgotten to do so The backup file has the same name as the original database, but with the bak file extension
1 Open the table in Design View 2 Select the lookup field in the upper pane 3 Click the Lookup tab in the lower pane
4 Click the Limit To List property text box, click its
down arrow, and click Yes
5 Save the table design
Figure 9-5: Hidden objects appear dimmed so that you can view them and select which ones to reveal
Microsoft Of ce Access 2007 QuickSteps PC PC QuickSteps Getting to Know Your Securing and Administrating Access
KEEPING DATA SAFE
REQUIRE VALID DATA To make that sure newly entered data is correct, include data validation rules in a table or form design See 3 for more information on using data validation PREVENT DATA CHANGES IN A FORM To keep a user from entering, deleting, or editing data in a form: (Continued )
With the User-Level Security Wizard, you can be specific about which users enjoy which permissions You can also decide who belongs to which groups and also edit user passwords and personal IDs (PIDs) A PID is similar to a password and is used in combination with the user name to identify an account
START THE USER-LEVEL SECURITY WIZARD
The database must be open before you can work with the User-Level Security Wizard
1 Open the form in Design View, and double-click
the form selector
Open the pre-Access 2007 database whose objects you want to secure In the Database Tools tab Administer group, click Users And Permissions, and click User-Level Security Wizard
2 In the Property Sheet, click the Data tab 3 Click the Allow Edits property text box, click its
down arrow, and click No
4 Repeat step 3 to set the Allow Deletions and
Allow Additions properties
5 Save the form design
In the first page of the wizard, click Create A New Workgroup Information File if one doesn t exist Or Select Modify My Current Workgroup Information File to make changes in an existing WIF In either case, click Next
In some pre-Access 2007 versions, you could assign user-level security in a multiuser environment The security model operated on the principle that not all users need to have access to all the data or all the design elements in the database Users were organized into groups, each of which has specific responsibilities This information was stored in a workgroup information file (WIF) Access 2007 supports this security model for databases created in Access 2003 and earlier versions that supported it See the Understanding the User-Level Security Model QuickFacts and Secure the Database with the User-Level Security Wizard for information on how to implement user-level security
In the next page, shown in Figure 9-6, browse to where you want to locate the workgroup information file, name the file, and accept the workgroup ID (WID) the User-Level Security Wizard offers, or enter a unique string in the WID box (The WID is a case-sensitive string of between 4 and 20 alphabetic and numeric characters) Optionally, add your name and your company s name Click the I Want To Create A Shortcut To Open My Security-Enhanced Database check box, and click Next
SECURE INDIVIDUAL OBJECTS
The third page of the User-Level Security Wizard, shown in Figure 9-7, shows tabs for each of the objects in the current database By default, all objects are
Microsoft Of ce Access 2007 QuickSteps Securing Getting to Know Your PC and Administrating Access PC QuickSteps
UNDERSTANDING THE USER-LEVEL SECURITY MODEL
The user-level security model is based on the idea of workgroups whose members share the data and privileges The group and user accounts list the members
of the workgroup A group account is a collection of user accounts Each member of the group is permitted some degree of freedom in dealing with data and objects A user account belongs to a single user and includes the user name and personal ID (PID) The four pieces of a user-level security model are: