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All Powder Board and Ski

Microsoft Access WorkbookChapter 10: Database AdministrationJerry PostCopyright © 2007

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Access System Tables: Metadata

Tools/Options/View tab

Check to see system tables

MSysObjects lists all tables

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Action

ActionChoose Tools/Analyze/PerformanceSelect all objectsRun the analysisAdd indexes if they are reasonable

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Performance Analyzer

Select all items

Select all objects

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Performance Analyzer Suggestions

Recommendations are the highest priority

Some suggestions cannot be taken because of business rules

The optimize button applies the recommendation

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Creating Indexes

Menu: View/Indexes

Single column indexes

SQL: CREATE INDEX …

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Action

ActionChoose Tools/Database Utilities/Compact and Repair DatabaseClose the file but not AccessRun Compact and Repair again, this time enter a new name for the

compacted database to use as a backup copy

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Backup and Recovery

Use Windows tools to copy the mdb file Creating a compressed (zip) folder substantially

reduces the size Use Tools/Database Utilities/Compact and Repair to

remove deleted items and fix minor errors If a database is corrupted, you can sometimes recover

data and other items by starting a new database and using File/Get External Data/Import to retrieve whatever you can from the damaged file

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Simple Security: Assign a Password

Close the database and reopen it in Exclusive mode

Tools/Security/Set Database Password

Enter the password and verify it. Close the database and reopen it.

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Action

ActionChoose Tools/Security/Set Database PasswordEnter test as a passwordChoose Tools/Security/EncryptClose the database and reopen it

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Encryption

Unencrypted data

Encrypted database

Tools/Security/Encrypt/Decrypt Database

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Action

ActionChoose Tools/Database Utilities/Make MDE FileClose the database and open the new MDE databaseTry to edit a form

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Protect Forms with an MDE File

Tools/Database Utilities/Make MDE File

Design view is disabled for everyone

Keep the original file safe. It is the only way to edit the forms, reports, and modules.

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User-Level Security in Access

Database Application

Form1 Form 2 Form 3 Form 4

User 1 User 2

Workgroup databaseUsernames and passwords

Database Administrator

login

Assign permissions

credentials

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User Groups

Sales clerksSales Managers

Sales table

Customer table

Item table

Sales clerks S,U,I S,U,I S

Sales Managers S,U,I,D S,U,I S

Rental Managers S,U,I S

Individual users

Assign permissions to groups based on tasks, and assign users to groups. Permissions only have to be set once. Employee changes are handled by moving individuals into or out of groups.

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Action

ActionChoose Tools/Security/User-Level Security WizardCreate a new workgroupSelect the Backup Operators groupOn the users screen, set a password for your usernameAdd three usersMake sure you are in the Admins groupClose the database

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User-Level Security Wizard

Every WID is unique and is used to recover the workgroup data if the file is lost.

Avoid the first option. It will force you to log in every time you open Access for any database.

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Predefined User Groups

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Adding Users

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Assign Users to Groups

Make sure that you assign at least one person to the Admins group!

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Action

ActionOpen the database using the desktop linkLogin with your username and passwordChoose Tools/Security/User and Group AccountsSelect the Groups tab and add SalesClerks and SalesManagers groupsAdd one of your new users to each groupChoose Tools/Security/User and Group PermissionsGrant specified permissions for the two groups to the Sale, SaleItem,

Customer, and Inventory tablesAssign appropriate permissions to the database and the formsClose the databaseLog in as a sales clerk and test the permissions

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Customized Groups (after login)

Select the Groups tab to enter new group names

Select users and add them to groups to grant additional permissions

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Assigning Permissions to Groups

Assign by groups

New groups need to be able to open the database

Click the Apply button to activate changes

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Implementing a Secured Database

Copy files:

1) Secured database

2) Workgroup database

3) Startup link

Edit the properties for the startup link

"C:\Program Files\Microsoft Office\Office11\MSACCESS.EXE" “D:\FullPathname\AllPowder2003.mdb" /WRKGRP “D:\FullPathname\Secured.mdw"