How To Manage User Authorization and User Access in Access 2013 🎓

In this Access 2013 tutorial video, Steve Bishop explains how to manage the access that users have to your database application, also known as user authorization. This will help you limit which sections of your application that different users will be able to get to.
Click here for the Work Files:
github.com/Xipooo/Access2013H...
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[@evaarizona1184]

Thank you Steve. I've worked in Access several years, but this is the first time I've had to use VBA for my databases. Your videos have been very helpful.

[@alexsessantasette421]

I saw just now your tutorial and I would thank you for your clarity, skill and competence in explain all the topics.

[@ahamedfof829]

It has been a great experience watching your videos. Am glad that I met someone of such wisdom that I am hungry for now. Thank you so much for been an agent of change in my life and future career. CONGRATS Steve

[@roberthall4234]

Steve, this video tells it all. I have been all over the internet trying to find someone to follow that can direct me the way that Relational Database Management Systems truly manage data. I have still some issues with Normalization and Relationships holding me back, but when i go back to videos that you produce like this one as an example, I am truly leaning this way again. This video seems to reduce the opportunity of outsider hacking substantially. I am pretty darn sure that there is not to too much more that you can do, to keep your users on a solid path in teaching them, that at that time to follow path that has been set out for them, and over time with some simple proof of service, they also can find themselves moving up the ladder and taking on more responsible roles over time. But the framework is in this video to keep your users within the scope of the roles set out and over time permissions or roles do change based on their history. So well done Steve, you are truly a master of disaster, prevention that is . . .

[@MRGhass]

Very helpful Steve, I've learned a lot from you and i'm still learning you are my favorite VBA tutor ever. please keep it up and thanks a lot :)

[@ProgrammingMadeEZ]

+MRGhass Thank you so much for the kind words. I am glad you are enjoying the videos.

[@atlantakick]

Nice to have you back! I look forward to your insightful videos.

[@ProgrammingMadeEZ]

atlantakick Thank you atlantakick. I'm glad I could get something up for you guys. It has been a while.

[@mukaonesimas]

THIS GUY IS THE MOST POWERFUL TEACHER OF PROGRAMMING, I HAVE NEVER FAILED TO UNDERSTAND HIM.

[@cam_DA_Hawkdriver]

Good job Steve. I appreciate your willingness to share your talent. God bless!

[@ngocta999]

Thank you very much for your tutorial Steve, I'm currently attempting to build a training database for my department and your videos are really helpful.

[@garycurtis]

Such an amazing presentation, not to mention how helpful this is for the project I am working on, I had to sign up for a membership. Thank you so much.

[@MrRichieX]

Big fan of your series and instructional style. Thank you for posting.

[@maurices1531]

thank you Steve for your tutoring videos. I really enjoy learning and putting your teachings to practice.. very, very helpful.. thanks again and keep up..

[@BasudebChakraborty]

You are awesome dude ... I watched your all videos earlier .. And this one is very helpful.. Thank You Steve ..

[@fredrickmaingi6600]

Thanks a lot Steve, you are great at sharing knowledge!

[@michaelsacdalan7914]

Great video. Very useful and easy to follow. Great job!! Salute!

[@freebird7556]

Thanks.. Steve. I always think you are the best for the Access programming teaching!!!!!

[@JWEERASINGHE]

Thank you, Steve _ Great video. Very useful and easy to follow.

[@vaticanking]

Thank you Steve, your tutoring is absolutely the best

[@MarcusDieterle]

Thank you Steve. Great Video again.

[@kailashsati4983]

Excellent content. Beautifully explained.

[@bennetgikunoo160]

Great job. Three ways to check password authentication very intuitive and advanced. Thanks.

[@mccmnazain]

YOU ARE THE BEST... very helpful Steve

[@accountsecoprotection6605]

steve thanks a lot. loads of love to you

[@chal9230]

Thank you, learned a lot. Like your mode and pace.

[@attashabib1390]

Steve, you are a great teacher.

[@soryaheng428]

Thank you Steve, it is very helpful and I have learned a lot for you

[@ProgrammingMadeEZ]

Good! I am so glad to hear it.

[@Y2luisroman]

very nice tricks. very useful video.

[@Beast_Mode_187]

Fantastic, thank you bro.

[@SuperHanme]

you are smart! It's great. Thank you.

[@21zafage]

Great! Marvellous tutorial!

[@johannessheriff5066]

Awesome, Thanks very much man.

[@russelmorgan3524]

Fantastic information and thank you for sharing.

[@ProgrammingMadeEZ]

You are very welcome!

[@janezklun]

Great video, very helpful, thank you Steve Best regards

[@ProgrammingMadeEZ]

janez novak Glad you enjoyed it janez!

[@maciejolejnik6706]

VErry good job! THX its helpfully!

[@niavras]

Great video, thank you!

[@omersharif3823]

It would have taken me three lifetimes to do it. THANKYOU! GOD BLESS!

[@petit0renard]

Thank you !!! You're awesome !

[@hr.sanders]

great as always thanks a lot

[@piorosellmigone7012]

Very Useful !, thanks

[@AliTwaij]

very nice thankyou, useful info

[@RichardNickyBrian]

This video is really help and I am still enjoying them. God bless your effort for helping us with your knowledge. If I may ask, can you teach us or any ideal on "how to generate or create a licenses key/product key/serial number with an expiry date like (Non-Expiry, 6 months, 1 Year....etc) for your database. Maybe Offline or Online. I hope to hear from you. Thank you once again for your time. Love you.

[@piorosellmigone7012]

Thanks Steve!

[@JJsANSWER]

THANKS A MILLION!!!

[@cherqaouielhabib9386]

Very helpful !

[@ziadfawzi]

Thank you very much.

[@lakshmanbenelliindia2038]

good one Steve it will helpfull

[@rondaficklin5410]

I have found your videos to be exactly what I need at the time I need them. Thank you so much for what you do. I had lots of fun restricting users from forms, but would like some help (or point me to the video) to restrict form fields for those that should have read only access. I created that as an option in my UserType table (you might have called it employee type). When the form loads, would love for only those with read/write access (or higher) to be able to modify fields (change table values). THANKS AGAIN

[@ProgrammingMadeEZ]

There are several ways to address this. I've seen people use a field with a numeric value to hold the access level. 0 is no access, 1 is read access, and 2 is read/write access. Then just check the value for the user and the section in a case statement to determine what the control appears like. Hidden for 0, visible but locked for 1, and visible unlocked for 2.

[@mradamrobson1]

Brilliant info

[@rafikmoses172]

Great well done

[@amrmsa]

Thanks Steve , you are Guinness :) , this is very helpful

[@ProgrammingMadeEZ]

+Amr Salah I'm not sure if being an Irish Lager is a compliment or not but I'll take it!

[@ludovicvinkesteijn6514]

very need! can we so something the same with tables, queries and macros? i really admire the efforts to make those clear session on the topic. i pickup many new technics. keep going. cheers.

[@adaguilarh]

Hi thanks for the video very helpful. You have another video explaining how to control what data (not form) can a person see and modify. For example sales representative can only see employees from sales department

[@ProgrammingMadeEZ]

+Carol Taylor The compare binary will work fine. Unfortunately there's not much you can do about the warning message.

[@KeffelewAssefa]

Thank you

[@gmozx]

great tutorial!!!

[@ProgrammingMadeEZ]

+Monzili “Germain” Mozagba Thank you!

[@Benjaminwize]

thanks u so much so much!!!!!!

[@angeldsouza5712]

Thanks a lot Steve, big fan of ur videos Q. Can we link another database with the main database and when the form is submitted save database in another database ( not updating the linked access)

[@ProgrammingMadeEZ]

@Tyrielle Cole, that code has to do with the login process, not the logging of activity.

[@mohammedmhedisaleh8271]

Programming

[@dbdata9836]

thanks

[@lisaperry6663]

Hello Steve, Thank you so much, you are wonderful and helped so much. I do have one issue, on the Onload event, I have another piece of code that is filtering the form by Division … how do I add this other piece of code (user access) so they both worked. I did try Else but it did not work. I appreciate any help. Lisa

[@ComeauSoftwareSolutions]

Thanks. I did not know about the TempVars collection. I can see myself using it in the future.

[@kathrynbloodgood4117]

I am looking for the coding needed to disable the Close Access button on my Access 2013 database. I have watched several of your tutorials and I love how simple you make learning the VBA coding. Could you possibly help me figure this out? I would really appreciate it.

[@tonysnell3914]

Excellent Video, followed step by step and all worked as should, however I did find that if the form I have put the ‘On Load’ code on, is a subform. I first get the “You do not have assess” message box as I should but when I click OK, it opens anyway. Any suggestions on how to prevent this?

[@TheAceOfSmarts]

Thank you - your videos are very helpful. Is there a way you can also control user access to tables and design view using this approach?

[@ProgrammingMadeEZ]

No. You should be making tables and design views inaccessible by disabling those features. If you watch my Programming In Access 2013 series, you will see how to do that in the later videos.

[@chuck62875]

Awesome help! Im only running into one problem if the form is set to MAX on open. The form opens, then the popup tells them they dont have access

[@michaeljones3675]

Good Day Steve. I recently came across your tutorials, which I have found very useful, and although I have a fair knowledge of Access i have not done a lot on Modules. I have just finished using your Login tutorial and everything works fine. I am now moving on to your How To Manage User Access tutorial. Checking what I need in the Db I am using when I open the Modules in the Navigation pane I cannot see the module for the Login. If however I look at the Login Form and open the properties for the UserName and Password there they are. Is this correct or have I done something wrong when creating the Module for the Login. Looking forward to your help ( with maybe many more questions to follow) I appreciate your time. Regards Mike

[@MrDparry09]

Great video Steve! I am having trouble with my administration login section. When I log in as admin it doesn't really do anything different than the other profiles that I created. I might not fully understand it but I thought by turning the Bypass Key on that it is basically like opening the database while holding shift. Is this accurate? What exactly is turning the Bypass Key on do?

[@darrellrisley]

Fantastic series, Steve. Much appreciated. Could this approach be used to Enable and /or disable multiple controls on a form? I currently have a form that different usertypes can access, but I only want 3 user types to be able to make changes to 3 of the controls on the form.

[@ProgrammingMadeEZ]

Yes. You can just set the controls enable property equal to the result of the check of the user access.

[@alemonalemon1874]

hi steve thanks for the great video. I have tried your tutorial regarding creating a login screen and it did go well however when I tried to add this new code for managing user in my login form starting from tempvar it seems that other user except for the one i declared in "If rs!EmployeeType_ID = 1 Then" is not going through my log in page and also there is no error appearing on it. hope for your advice. thank you.

[@Aon1973]

Thank you for video tutorials you posted. I found they are very informative and helped me to write vba code. If I want to restrict user to only access subset of all records( e.g a user has access to one or multiple departments), can I replace object form as field name using this approach ? Thank you

[@codekabinettcomen]

You need a query that filters the records based on the department matching the Tempvar EmployeeType. (Assuming dept. and EmployeeType are the same)

[@LarsPoignant]

Thanks a lot! This is very hepful. /Lars

[@ProgrammingMadeEZ]

Glad to help!

[@erikaberoard2011]

Hi Steve, your video is very helpful. I do have a question. While creating your tbl9EmployeeAccess, do you follow the basic database normalisation? I am asking because I would like to apply this procedure to many of my form and for each of them I will have to repeat 3 times the record and change only the HasAccess. Can we do it the same and follow the database normalisation? Thank you in advance!

[@Philippogz]

You da man.

[@mayagaming2968]

Will tempvars work like sessions variable in web environments?? So that moultiple users login at the same time with out mess up the values stored ??

[@accountsecoprotection6605]

its very much usefui

[@robinalexander3434]

This was a very helpful lesson. I'm wondering if the same user access functionality can be applied to a tabbed form, where all users could see the first tab (page), but only certain users can see the other tabs (pages). Thanks!

[@navisalomi]

Yes. Create a function that returns a boolean. Specify the employee type that should have access in an array. Loop over the arrays of employee type, then return true or false for each page per employee type, A Select Case per employee type would be needed, then you specify the return value for each page. You would need global variables to hold the page boolean properties returned by the function (you can use the tempvars ("page Name") to hold the function return value. On the OnLoad event of the Main Form: Page.visible = tempvars("pagename") and you should be good.

[@mostafaelhaj8391]

Hello Steve I wanted to know how to creat a bulk or group login For example we have several sales groups or different companies are using the same app with multiple users at different security levels but all of them as a group can only see records associated with their company or group I hope I was clear enough ! And thank you again I learned a lot from your videos

[@BrewHaGamers]

how does this work when you have multiple people logging into the same database? wouldn't that effect Tempvalues? i have one file location for a department or should i make links to new data bases that these members download to their desktop.

[@johmono]

Very informative and helpful. How can I go to the link to get your source code. Thanks

[@ValerioRizzolo]

hi steve, there is a db example? tks

[@pauloazevedo3862]

Muito Bom ......

[@emmanueltauseseha1608]

Ok you have used the codes to code the login form how about if someone who is familiar with those codes can they use the macros to do those codes made for the access to on the longing form instead of him/her typing in codes, please your advice is much needed.

[@bluebelllily1431]

hi i need help. i dont have globals under the module. what can i do?

[@kennislora]

okay, one other questions. Due to having a lot of different forms that different groups will need to have access to, i'm trying to see if there's a way to create a short cut, through creating two separate "launch menus" that load after the user logs in, utilizing the employeetype_id thought. Admins with employee type 1 would go to "frm_launch" and users with limited access (employee Id =2) to pull reports and view read only tables would go to "frm_smllaunch". The code i was trying to use would go at the end of the vba for the login form, after adding and hiding employee type onto the form. I've run it, and regardless of what person i put in, all are going to frm_launch, even if their employee type is 2. Here's what i've done- is this anywhere along the route to success? Thanks! If rs!Password = Nz(Me.txtpassword, "") Then txtempl = employeetype_ID End If If employeetype_ID = 1 Then DoCmd.OpenForm "frm_launch" DoCmd.Close acForm, Me.Name ElseIf employeetype_ID = 2 Then DoCmd.OpenForm "frm_smlaunch" DoCmd.Close acForm, Me.Name End If

[@ristantosky]

Dear Steve , do you have tutorial for user session management? example there are 10 user with different privileges , there are logout button to destroy the session (or there are other efficient technique to attempt this). Each user can not view other user input list (each user can only view their own created records). All in ms access matter.

[@drabd0o]

Thats great lesson , but i have two questions 1- when i have more than one form to each user 2- i want to have more than user access to the same form but with different accessibility

[@jungjungdelosreyes4147]

Hi Steve, I'm learning mostly from your tutorials and I comparing to others in KZbin and you are the best! I want to be a member in your channel. Right now I'm working on this log Screen for my project Auto-email reminder in our office, kindly consider me because along the way, I do have some questions/issues which you might help me. Thank you so much. By the way where I can download this code?

[@williamcook6893]

I can only see the back end. Even after setting up myself as an employee with a password it doesnt open because the path is incorrect. How do I set the path?

[@ristantosky]

How to protect viewing data each user based on logged in user. (what ever his previlege) Example: when userA logged in to database, he can't see any data inputted from userB or userC. How to do that?

[@rampritam1983]

It's very good Please tell me it will be work with multiple user at same time?

[@codekabinettcomen]

Yes, it will. - Recommendation: Every user should have his own copy of the frontend file on his local computer.

[@snotboogie9134]

FYI... If you're using 2016 you need to put your module in [module]. I kept getting syntax errors because of that.

[@ryllen1707]

Hello, sorry for asking this dumb question here, may I know how to open the work file given? I keep getting [Run-time error 3044: 'c\user inger\desktop\database\service inc_be.accdb' is not a valid path. Make sure the path name is spelled correctly and that you are connected to the server on which the file resides] when trying to login from the fe file. Is there anything that I missed?

[@jescuderi]

I wrote code to integrate my user table to an LDAP query function against our AD. This checks who they are logged in as and then only gets them what they have rights to see. No additional login prompt or password storage in an unsecure database. Great video though.

[@abdulrameez151]

It is the symbol which is used after every speech brackets. Looks like a small 6

[@steventaylor6057]

Hi, I wonder if anyone can help me. I think I missed a step. at 17.48, where You are talking about "TempVars" and using "EmployeeType_ID" I didn't see any of this (And much more of the code on this screen) in your "Live coding build a login screen". Can anybody help?

[@muhammadfadhil531]

Hi Steve thanks a lot, but how can i open the Front end database ? database ask me to log in, but i don't have any login id and password, please help me

[@norfify]

Hey Steve, the video is a few years old but i hope you will answer my question nevertheless. If I split my database into front- and backend, the users see all connected tables in their frontend as well. Theoretically they can see so any informations from the tables, also the passwords of the other users. How can I prevent this? The other point I want to know is, how can I prevent that users simply write informations directly into the tables even if the equal formular is locked for them? How can I prevent, that the users can see the content of the connected tables? Thanks a lot! :)

[@deltekkie7646]

I tried this but for some reason it is not blocking access to restricted forms. In this section of code: DLookup("HasAccess", "tbl9EmployeeAccess", "EmployeeType_ID=" & TempVars("EmployeeType") & " AND FormName='" & FormName & "'") If the "EmployeeType_ID" referencing the tbl9EmployeeAccess table or tbl2EmployeeTypes table? Thanks.

[@DrivetoSuccess13]

Hi Steve, i tried ur video step by step but i can't pass the login screen its say password wrong . what did i do wrong here need ur help? Thanks

[@user-pc3xb4hd8i]

Hello, we are 5 mutli-users on Access working on a front end database that connects to a back in database. Our company pushed out an auto update of MS Office 2013, and all of a sudden only 1 user can get in at a time; normally all users can be in working at the same time with no "Locking" in records. The error we get is that the '...backend accdb file is already in use'. Again, the program works fine for 1 user but nobody else can connect to the backend simultaneously. How do we fix this? Thank you.