The security button allows you to select and manage workgroup files to use with your database and enter a database password for use with some of the workgroup functions.

Figure 1 - The security button will allow you to setup and choose workgroup security and databases passwords

Workgroup Files

In Figure 2 you will see that there are a number of workgroups that have been setup in the workgroup files list box.  If you are not aware that you are using a workgroup file for your version of Access, it is time to inform you that you are and also the user account that you are using is the Admin account.  This is perfectly OK as most people use Access in this manner.  The technical reason is that you are using a workgroup file where the Admin account in that workgroup does not have password and therefore you do not see any workgroup username and password prompts when you open an Access database. This is explained in Chapter 8 of Garry's Book on Access security.

Figure 2 - Workgroup file setup in the security window

Adding A Workgroup File

Click on the Add button as shown in Figure 2.  This brings up a simple dialog form as shown in Figure 3.  This form is asking you to enter an ID (short description or knickname) for the workgroup file that you are about to setup.  In this example, I have entered "Developer" as I want to remember the workgroup file that I used in my book on Access security. After you have entered the ID (knickname), click OK.

Figure 3  - When adding a workgroup file, you first need to add an ID

Now browse to the location of your workgroup file.  You may wish to search for files with a file type of MDW using Windows Explorer. Figure 4 shows the browser after selecting the  workgroup file that I used in the security book.  Click Open to select.

Figure 4  - The Windows file finder is used to locate the workgroup file.

Adding A User And Its Password

Once you have selected the workgroup file, you will be asked if you wish to add a username and password as shown in Figure 5. If you choose No at this stage, Access will prompt you to enter the username and password when a database is opened by the Workbench. The only exception to this is if the default Admin account in the workgroup file does not have a password, then Access will open the database and not ask for a username or password.

Figure 5 - Once you setup a workgroup file, you can choose to username and password

Generally you will probably add your favourite Access username and password if you are using a workgroup.  This process is initiated by clicking on the User button or immediately after choosing Yes to add a workgroup username as shown in Figure 5.  These choices brings up the dialog form (shown in Figure 6) where you can enter a Username and Password This username and password is stored with your workgroup ID.  The password is saved in an encrypted format so that it cannot be read by other software.  If you wish, you can store more than one username and password for a single workgroup file by using different workgroup IDs.

Figure 6  - Once you have added a workgroup, its details are shown next to the workgroup ID.

 

If you enter a username and password, the Open button on the main form will use those security details along with your workgroup file to Open the database without prompting you to login. This is a good time saver.

 

Note: The username and password is required if you are trying to view lists of users in workgroup secured databases.

If you do not enter a username and password, then the Open button on the main menu will prompt you for these details when you open a database and the Who's On button on the main form will try and retrieve the list of database users by using the default Admin account.

Editing A Workgroup File and/or UserName Details

 

To change the location (folder and filename) of the workgroup file, first select the ID entry for the workgroup file and then click on the button. Now select the location of the workgroup file using the browser (shown before in Figure 4).

To change the username and password for the workgroup file, first select the ID entry for the workgroup file and then click on the User button and change the entries.

 

Tip: You can also double click on the workgroup file entry to bring up the Username/password dialog form.

 

No Tip: Do not edit the ID directly in the workgroup file list box as it will have no effect.

Selecting a workgroup file

Once you have setup one or more workgroup files, the options form will display all the workgroup files that you have setup.  To change a workgroup file, choose the workgroup ID row so that it is highlighted and click the Close button as shown in Figure 7.

Figure 7  - Once you have added a workgroup, its details are shown next to the workgroup ID.

Now you will find that the workgroup file that you selected will be displayed on the Current tab on the main form as shown in Figure 8.

Figure 8 - The currently selected workgroup file will be shown on the Current tab. Also the version of Access that will be used to open the Access 2000 databases is also shown.

Editing A Workgroup File Location

First select the workgroup that you want to edit then choose the edit button to change the location of a workgroup file.  The ID will remain the same.  This uses a file browser as shown previously in Figure 4.

 

Deleting A Workgroup File Reference

First select the workgroup that you want to hide and then hit the hide button.  You are now asked to confirm the process.  This then removes the ID, its file location and username/password from the Workbench program storage.  The workgroup file stays in the same place on your hard drive and can be used as normal.

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