Limit managers to only their staff (Access03)

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I have a database with education records. I want to start giving managers limited access to reports and very limited input.

I have departments assigned to each manager or assistant. When they access the data I want them to be able to see only their staff records. How do I approach this? I think I have to start with creating passwords but from there I have no idea how I approach the project. Pointers would be appreciated. Thank you. Fay

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It depends on how secure you want it to be.

If you trust people, you can check their Windows login name (see post 446,010). You’d have to create a table listing the departments and the login names of the person(s) allowed to see the records for this department (one record for each department / person combination). You can then create queries that return only the records the user is allowed to see. They could still look at other records if they want to, if they bypass these queries.

If you want robust security, you’ll have to apply user-level security: create users and groups, and assign permissions to these. You’d have to take away the permission to view tables directly, and only allow access to the data through forms based on queries that filter the records. See the following links, they provide useful information about user-level security:
WendellB‘s tutorial with a list of links: The Secrets of Security
Security paper by Jack MacDonald (PDF format)
Access Security FAQ (Word document for download from Microsoft)

Note: user-level security looks rather intimidating at first, but when you’ve applied it once or twice, you’ll see it’s not so bad.

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Thanks Hans I will start with these references. Fay

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