Database Administration in Microsoft Access The Access Workbench: Section Six DAVID M. KROENKE and DAVID J. AUER DATABASE CONCEPTS, 3 rd Edition

KROENKE and AUER - DATABASE CONCEPTS (3 rd Edition) © 2008 Pearson Prentice Hall AW-6-2 Section Objectives  Understand database security in Microsoft Access  Understand the role of the workgroup information file in Microsoft Access security  Learn how to: –Use the Microsoft Access Security Wizard to implement basic database security –Use Microsoft Access security tools to manage database security

KROENKE and AUER - DATABASE CONCEPTS (3 rd Edition) © 2008 Pearson Prentice Hall AW-6-3 Database Security in Access Access has a built-in database security system We run within the security system all the time we use Access Access stores the default security settings in a workgroup information file named system.mwb, located in the Windows system files as C:\WINDOWS\system32\system.mwb Other workgroup information files (.mwb files) can be created to secure individual or groups of databases –Before this is done—before any of the steps in this section of “The Access Workbench” are done—make a backup copy of the original system.mwb file! –If this file gets corrupted or otherwise messed up, you will have real problems using Access –Copy the system.mwb file to your My Documents folder.

KROENKE and AUER - DATABASE CONCEPTS (3 rd Edition) © 2008 Pearson Prentice Hall AW-6-4 Access Default Security Settings: The User and Group Accounts Dialog Box The Admin user account— this is the only user account in the default security system There are only two groups in the default security system, and Admin is a member of both

KROENKE and AUER - DATABASE CONCEPTS (3 rd Edition) © 2008 Pearson Prentice Hall AW-6-5 Default Database Security in Access We have been running Access as Admin with no password and, thus, have had full administrator privileges in Access. Access has the ability to handle user authentication by the use of user login and password Access also has user authorization capability at the DBMS level Access authentication and authorization security settings can also be applied to individual databases

KROENKE and AUER - DATABASE CONCEPTS (3 rd Edition) © 2008 Pearson Prentice Hall AW-6-6 Applying Database Security in Access It is easiest to set up database security and to learn the abilities of the security system by using the Access Security Wizard This Wizard is inconsistently named within Access and the Wizard itself as the Security Wizard, the User- Level Security Wizard, and the One- step Security Wizard

KROENKE and AUER - DATABASE CONCEPTS (3 rd Edition) © 2008 Pearson Prentice Hall AW-6-7 Access Security Wizard: The User and Group Accounts Dialog Box Read this carefully! This means creating a new.mwb file to store security settings for this database. The current file is system.mwb

KROENKE and AUER - DATABASE CONCEPTS (3 rd Edition) © 2008 Pearson Prentice Hall AW-6-8 Access Security Wizard: Creating the Workgroup Information File Use the default File Name and WID Type in the Company name Keep the security settings specific to this database only—a desktop shortcut icon will be generated to use for opening the database

KROENKE and AUER - DATABASE CONCEPTS (3 rd Edition) © 2008 Pearson Prentice Hall AW-6-9 Access Security Wizard: Specifying the Included Database Objects The Wizard has already selected all objects in the database to be secured

KROENKE and AUER - DATABASE CONCEPTS (3 rd Edition) © 2008 Pearson Prentice Hall AW-6-10 Access Security Wizard: Specifying the Included Security Groups Select all the groups—we will include all of them

KROENKE and AUER - DATABASE CONCEPTS (3 rd Edition) © 2008 Pearson Prentice Hall AW-6-11 Access Security Wizard: Access Security Group Permissions Summary

KROENKE and AUER - DATABASE CONCEPTS (3 rd Edition) © 2008 Pearson Prentice Hall AW-6-12 Access Security Wizard: Setting Permissions for the Workstation Users Group Do not give the workstation Users group any default rights to the database

KROENKE and AUER - DATABASE CONCEPTS (3 rd Edition) © 2008 Pearson Prentice Hall AW-6-13 Access Security Wizard: Creating Users Type the user name here— this will be the user’s login name Type a password here—this will be the user’s password for login Click the Add This User to the List button to add a user

KROENKE and AUER - DATABASE CONCEPTS (3 rd Edition) © 2008 Pearson Prentice Hall AW-6-14 Access Security Wizard: Assigning Group Membership to a User Click this radio button to assign group membership to a user Select the user name from the drop-down list Select the groups in which the designated user will have membership

KROENKE and AUER - DATABASE CONCEPTS (3 rd Edition) © 2008 Pearson Prentice Hall AW-6-15 Access Security Wizard: Assigning User Members to a Group Click this radio button to assign users to groups Select the group name from the drop-down list Select the users that will be members of the designated group

KROENKE and AUER - DATABASE CONCEPTS (3 rd Edition) © 2008 Pearson Prentice Hall AW-6-16 Access Security Wizard: The Security Wizard Warning Dialog Box Click the Yes button to save the One-step Security Wizard Report as a Snapshot (.snp) file

KROENKE and AUER - DATABASE CONCEPTS (3 rd Edition) © 2008 Pearson Prentice Hall AW-6-17 Access Security Wizard: The One-step Security Wizard Report This is the Snapshot Viewer Print button on the Scroll Bar

KROENKE and AUER - DATABASE CONCEPTS (3 rd Edition) © 2008 Pearson Prentice Hall AW-6-18 The “You Don’t Have The Necessary Permissions to Use This File” Dialog Box

KROENKE and AUER - DATABASE CONCEPTS (3 rd Edition) © 2008 Pearson Prentice Hall AW-6-19 The Access Login Dialog Box Enter the user’s login name here Enter the user’s password here

KROENKE and AUER - DATABASE CONCEPTS (3 rd Edition) © 2008 Pearson Prentice Hall AW-6-20 Security Adminstration: The User and Group Permissions Dialog Box Permissions should be assigned to groups, not users Select the Object Type from this drop-down list Select the User/Group Name in this list Assign specific permissions here

Database Administration in Microsoft Access End of Presentation on The Access Workbench: Section Six DAVID M. KROENKE and DAVID J. AUER DATABASE CONCEPTS, 3 rd Edition