When you install Microsoft Access, you get one user account and two group accounts:
You can log on to Microsoft Access with a user account, but not with a group account.
It is easier if you organise your users into groups and assign permissions to each group, rather than to individual users. A user can be a member of more than one group, and inherits all of the permissions of each group. A good design strategy is to add permissions to the groups, and add users to the appropriate group(s).
A Personal Identifier (PID) is a character string that is used in conjunction with the account name to identify a user or group. The PID is specified when you create a new user or group. You should record this case-sensitive code in case you need to recreate the workgroup information file. Note that the PID is not a password. It's another means of identifying who you are to Microsoft Access.
Let's create two group accounts and set a unique PID for each one.
Before completing the following activities, please ensure that you have followed the previous exercise: Setting Logon Procedures
Objective: To create two new group accounts, one for the group who does Order Entry, and the second for the Sales Managers group. This information relates to the sample Microsoft Access database download
Now that you've created new group accounts, it's time to create new user accounts.
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If you are serious about your Microsoft Access security, then you should check out Garry Robinson's book Real World Microsoft Access Database Protection and Security
About the book:
Microsoft Access is the most popular desktop database in the world today and its very popularity means that its security measures can be easily compromised. Real World Microsoft Access Database Protection and Security takes a different approach than all the other Access books in the market by focusing from the start on all the issues that will help protect your database. It approaches protection and security from a task-by-task perspective and provides details that when put together will make your database more secure.
This book will help you to keep your staff from looking at your salary tables, stop your customers from looking at the design of your software that you distribute, and help you decide which security options are worth doing and which are generally a waste of your time.
Garry writes from a very experienced developer's point of view and he discusses in detail how to program all types of security issues including hiding tables as system tables, producing databases that password cracker software cannot easily crack, backing-up databases, menus, queries, and even user surveillance.