The database you've developed contains sensitive data to which you wish to limit access. You'd like to be able to create different classes of users so that some users have no access to this data, others can read the data but can't change it, and still others can modify the data. At the same time, you don't want to secure every object in the database this way; you'd like to apply security only to selected objects. Is this possible with Access?
Access supports two forms of security: workgroup-based security and database-password security. If you use the simpler database-password security system, you can assign only a single password to the entire database, which is inadequate for your purposes. Fortunately, your needs can be met by using the more sophisticated workgroup-based security system. However, securing a database this way can be tricky. This solution guides you through the process, starting with a completely unsecured database and finishing with a well-secured database that should meet your needs.
Before you can properly secure your database, you must have a security plan. Consider who will be using the database and what security permissions those users should have for each database object. With a plan in place, you can go about securing your database.
The first step in creating a security plan is to make a list of the people who will be using the database. Write out the names of the users and put them into distinct groups. A user can be a member of more than one group, but you need to assign each user a unique name. Users will have to type in their usernames each time they log into Access, so you may wish to keep the names as short as possible (but still unique). In a small workgroup, you may be able to use an individual's first name; in larger settings, you may need to use the first name plus the first letter of the last name or some similar scheme to ensure uniqueness. For example, if you were charged with designing a secured database for the solution company, you might come up with the users and groups in Table 10-1.
Group |
Members |
---|---|
Employees |
Tom, Pat, Bill |
Programmers |
Paul, Peter |
Managers |
Joan, Thomas, Paul |
Admins |
Paul |
There are several things to note in Table 10-1. First, Paul is both a manager and a programmer. Second, two individuals in this company are named Tom but, to ensure uniqueness, we've assigned one of the Toms the username Thomas. Third, we recommend using the following convention: make usernames singular and group names plural. Finally, you need to identify members of a special built-in group called Admins. This group of users will have full access to all objects and will also be able to administer the security system.
Once you have come up with a plan of users and groups of users, you need to inventory your database objects and determine which groups of users can do what with which objects. While you can assign each user a separate set of permissions, it's better to assign permissions to groups of users; this makes adding or subtracting users later much easier. An object inventory for the solution company database (10-01UNS.MDB) is shown in Table 10-2.
Object |
Group |
Access level |
---|---|---|
tblCustomer |
Employees |
Read, write access to data only |
Programmers |
Read, write access to data and design | |
Managers |
Read, write access to data only | |
Admins |
Full access | |
tblEmployee |
Employees |
No access |
Programmers |
Read, write access to data and design | |
Managers |
Read, write access to data only | |
Admins |
Full access | |
frmCustomer |
Employees |
Run access |
Programmers |
Run, read, write access to design | |
Managers |
Run, read, write access to design | |
Admins |
Full access | |
frmEmployee |
Employees |
No access |
Programmers |
Run, read, write access to design | |
Managers |
Run, read, write access to design | |
Admins |
Full access |
Note that Access ships with a Security Wizard that will help you secure your database. With a plan in hand, you can now begin to secure your database, following these steps:
Choose Tools Security User-Level Security Wizard from the menu. The first dialog prompts you to create a new workgroup information file, and the second dialog (shown in Figure 10-1) prompts for the workgroup file information. The strings you enter here for the Workgroup ID (WID), name, and company will be encrypted to form a unique identifier. The default workgroup file, system.mdw, is the same across all installations of Access, and is thus not secure. At the bottom of the dialog you can choose either to make this workgroup file the default or to create a shortcut to open the secured database. If you choose the first option, the workgroup file will be used with all databases. For most environments, the second option is a better choice. Click Next to continue the wizard.
You will see a tabbed dialog for selecting the database objects you want to secure. You'll probably want to secure all the objects in your database. Click the All Objects tab, then click the Select All button (see Figure 10-2). Click Next to continue.
The next dialog (see Figure 10-3) can create default groups for you. If you click on a group, you can see the permissions that will be granted to it. However, for this example, you'll create your own custom groups after the wizard has completed. Don't select any of these items, and click Next to continue.
The next dialog allows you to grant the Users group selected permissions on some objects. However, you probably don't want to do that, since permissions granted to the Users group are granted to everyone?all authorized users must be members of the Users group. The best policy here is to grant permissions only to your own custom groups, so don't select that option. Click Next to continue.
The next dialog allows you to create additional administrators and set a password on the administrator account that will be automatically created (see Figure 10-4). This name of this account comes from your Windows login. So if you are logged in as Paul, as shown in Figure 10-4), then this account will be named Paul. Any additional administrators you create here will be added to the Admins built-in group, giving them irrevocable administrative powers in your secured database. You will therefore want to limit the number of administrators, as they have unlimited power. Only administrators can manage passwords and create and delete users and groups. Set a password for the administrator account and click the Next button.
The next dialog allows you to add users to any groups you have created. If you have not created any additional groups or administrative users, only the administrator account (in Figure 10-4, this account is named Paul) will be displayed, as shown in Figure 10-5. If you attempt to remove the administrator account from the Admins group, you will receive an error message unless you've created an additional administrator. Access requires there to be at least one member in the Admins group and will not let you delete the last user. Click Next to continue.
The final dialog prompts you for the name and location of the backup file (see Figure 10-6). The default value is the name of the MDB with a .bak extension. To revert to the unsecured version of your database, just delete the secured MDB after the wizard has completed and rename the extension of the backup file to MDB. Click the Finish button to complete the wizard.
The one-step Security Wizard report is then displayed. This report lists all the security options you've chosen, along with the settings for users, groups, and Personal IDs (PIDs). You should save this and lock it away in a safe place. Should you ever need to recreate your workgroup file, you can use the same settings. Be careful: if your workgroup file is irretrievably lost and you can't restore it from a backup or recreate it, you could be locked out of your database forever. The wizard will save the report in snapshot format.
The wizard then notifies you that the database has been encoded (prior versions of Access refer to this as encrypted) and that you must log onto the secured database using the new workgroup file (see Figure 10-7). This means that the database can't be read by a text editor and can't be compressed by file-compression utilities. If being able to compress the database means more to you than the remote chance that someone will use a text editor to read strings out of the .MDB file, you can decode (decrypt) the database using Tools Security Encode/Decode Database....
Once the Security Wizard has finished, you need to shut down Access and restart. The Security Wizard creates a shortcut that automatically connects you to the newly secured database. Figure 10-8 shows the property settings of the shortcut. Note that the Target includes the /wrkgrp switch that points to the new workgroup file.
Follow these steps to manually create your users and groups according to the security model you've planned:
Double-click the shortcut on your desktop to open the newly secured database. Login as the administrator account you created when running the wizard (the one with the same name as your Windows login). Select Tools Security User and Group Accounts from the menu. This will load the User and Group dialog. Create the groups shown in Table 10-1 by clicking the Groups tab and then the New button. When you create a new group account, you will be asked to enter a Name and a Personal ID (PID). For each group account, enter the name of the group account under Name and a case-sensitive alphanumeric string between 4 and 20 characters long under Personal ID (see Figure 10-9).
Create the users. Click the Users tab and the New button to create each new user. The PID that you enter is not the password?you'll need to log on as each user to set an initial password for that user. Add each user to his or her groups, as listed in Table 10-1. By default, new users will be members of the built-in Users group; do not remove users from this group.
Assign permissions to the database objects. You will now take the object inventory in Table 10-2 and add permissions to the groups of your security plan. Select Tools Security User and Group Permissions. Select the Permissions tab and assign permissions to the groups according to your security plan.
In addition to the permissions listed in the object inventory, you will need to assign the Database Open permission to each of the groups you created. This is necessary because the Security Wizard automatically revokes this permission for all users except those who are members of the Admins group. To add this permission, select Database as the Object Type and check the Open/Run permission.
Log out of Access and now log in as each new user. Select Tools Security User and Group Accounts. Recall that all new user accounts start out with no password. Choose the Change Logon Password tab and enter and confirm a new, non-blank password for each new account.
Access's workgroup-based security model consists of two parts:
A system database, which defines a workgroup and contains user and group accounts
One or more databases associated with a workgroup, each containing objects (with their permissions) pointing to the user and group accounts in the workgroup
In Step 1 of this solution, the wizard created a new securable workgroup file. Do not use the default workgroup file that Access installed on your system. That file, called system.mdw, contains a null WID and is the same across all Access installations. Therefore, someone trying to break into your database can easily recreate it.
The wizard created the Administrator account, a new member of the Admins group, and then removed the default Admin user account from the Admins group. Although the Admin user and the Admins group have similar names, they are very different in Access security.
The Admin user account is the default user account for all new workgroups. Its presence in every workgroup allows you to ignore security until you need it, because Access attempts to log you on as Admin with a blank password whenever you start Access. By changing the password for this account, you are unhiding security. Once you assign a password to Admin, however, you must create a new administrator-level user account (in the example, we used the account Paul), since the Admin account is the same across all Access workgroups and is thus unsecurable.
Unlike the unsecurable Admin user account, the Admins group account is securable. In fact, this account is the key account in any secured Access database and derives its PID from the workgroup's WID. Each Admins group account is unique across Access workgroups. Therefore, you can't use the Admins account in one workgroup to try to break into another Access workgroup. Members of this account are able to modify and administer every object in every database associated with that workgroup.
The Security Wizard secures your database by removing all permissions to objects from all users other than the members of the Admins group and the person who ran the wizard. While it's certainly possible to secure your database without using the Security Wizard, it's easy to make a mistake and create a database with one or more security holes. Thus, using the wizard is a very good idea!
It's best not to assign object permissions explicitly to individual users; you'll find it easier to manage the security for a workgroup by considering the security of only groups. Occasionally, however, you may want to give a single user some special set of permissions. The actual level of permissions users get for a particular object is the sum of the permissions they have been assigned plus the permissions of each group in which they have membership.
Again, remember not to assign any permissions to either the Admin user account or the Users group account, as these accounts are the same in all workgroups and are thus unsecured.