How to put an MS Access Database onto a network so that it can be accessed anywhere.

[Hamayun Farooq]

Hi guys, i am sure this question has been asked before however, i can't find a link to it. If you can link me to the thread that would be great.

I have created a small and very simple database for a Sunday school which stores students details, performs simple queries and creates simple reports. However, my client wishes to view the access system on the schools premises and also while him and his staff are working off site e.g. at a home.

What is the easiest and most cost effective method of doing this?

Any suggestions would be highly appreciated.

Thanks guys

 

[Alabalcho]

Putting the database itself ( the .MDF file) should be no problem - copy that file to a server (or a NAS, or a Windows/Linux computer working as a server), map the server folder to a local drive letter, and start your app from there.

However, you should re-design your application in such a way that only one person at a time can make changes to critical areas - you don't want the principal to look at an event while a teacher deletes it.

Another note: Unless you have made an .EXE application, all of your users would need Access Runtime or Office Professional in order to use your app.

 

[Hamayun Farooq]

Putting the database itself ( the .MDF file) should be no problem - copy that file to a server (or a NAS, or a Windows/Linux computer working as a server), map the server folder to a local drive letter, and start your app from there.

However, you should re-design your application in such a way that only one person at a time can make changes to critical areas - you don't want the principal to look at an event while a teacher deletes it.

Another note: Unless you have made an .EXE application, all of your users would need Access Runtime or Office Professional in order to use your app.

Yes they will all have access. The problem now is that I am not very familiar with networks. How do you setup a server so that other people can access files from different locations? And how do I create and map a local drive? Is there a thread for this.

Thanks a lot for the reply!

 

[Alabalcho]

Get someone who is familiar with Windows networking. "Create Windows Network" is a good search to educate yourself. You can also try the locked thread in the Network forum, "Enabling file sharing..."

- you need a dedicated server (Windows, Linux), or an existing Windows computer where file sharing is enabled, or off-the-shelf NAS (network attached storage)
- "map a local drive" means to make Windows think that eg M: drive is actually a shared folder on some server

Last but not the least: You really need some understanding of how networks work if you want to make network-enabled application.

 

[Ralston18]

In full agreement with Alabalcho's comments and suggestions - notably redesign & Access runtime.

I further suggest that you consider splitting your database into two databases. A "front end" database facing the user community that contains the query and reporting functions. Easily customizable for each user if you decide that that is necessary. The front end database will get the data from the "back end" portion hosted on the server. There will be only one source for data and that would be the backend data no matter how many front ends you establish.

Splitting the database will permit you to limit and control what individual users are allowed to do. E.g., only users allowed to enter data would have a "front end" database containing data entry forms for the "back end" database tables. Some users may get only reports: either generic or customized. Will not take long for users to start asking for different cuts on the data: some one-time, others repetitive....

Access will even do the split for you but I recommend a verified database backup beforehand. And you may still need to do some customization after the split is completed.

Once the split is implemented all that is needed is to map each user to the applicable "front end" database on the server. That database is linked to the "back end" database providing the data. Then you can modify the individual user front ends as warranted while still controlling what they can do per your organizational requirements.

I understand that the current database is small and simple. However, once you are doing things via networking/off site you need to provide for and have more security and administrative control. Splitting the database will provide more flexibility as the data increases and individual user needs change. Initially setting it all up can be a bit tedious but doing so will impose a higher level of control and discipline for future management.

Access is fairly friendly towards doing such things.

Probably no rush to do but something to be considered....