How to Create a Security Group Account in MS Access

Here we explain you the steps to follow for creating Security group account, and key points to remember when doing so.

In the process of securing your Access database and delegating access, you might just have to opt for creating group accounts for your Access workgroup. This will allow you to use it for assigning one common set of authorization or permission to the group of users who are a part of the workgroup. However, for completing this process you will first have to fulfill a few conditions, the key one being logged on as an Admins group member. And then starting MS Access through that particular workgroup using which you wish to make use of the account.

Another key point to note here is that the security group accounts which you are creating for the users in the workgroup need to be stored in workgroup information file which will be used by those users for whom you are creating the account. If a different workgroup is being used for creating the database, then first you need to change your workgroup and then proceed towards creating security group accounts. Workgroups can be changed with the use of workgroup administrator.

Steps for creating Security group account in MS Access

1. Open your database.
2. In the tools menu, move to Security and click on User and Group Accounts.
3. Now go to Groups tab and click on New.
4. In the appearing Group/ New User dialog box, add the name you have given to the new account, along with a personal ID or PID.

Note: You can add group names between 1 – 20 characters, and include numbers, characters, spaces, accented characters, and symbols, with a few exceptions of leading spaces, control characters, and characters like “? ,  . * = + > < [ ] / ”

5. Once you have completed the steps explained above, click on OK, and your new group account will be ready.

Key Points to remember

By going through the above-mentioned steps for creating the account, you might be feeling that it is easy and not technical at all. Well, it might not be challenging to create an account but one commonly made mistake in this process that creates a big error is adding incorrect PID.

• Write down the PID and the account name exactly the way it is, you need to make sure that you are adding the correct characters. Here you also need to focus on the spaces, special characters, uppercase, lowercase and all other key aspects. Once you have written it down for backup, keep it someplace secure, where no one can get it, and you can remember when required.
• If there is a need to recreate a deleted account, or one that has been moved, supply its correct name and PID. If you do not have access to these, you will not be able to recover it.
• Do not have a user account name that is similar to an already existing name of the group account.
• You need to repeat the given steps every time you need to create a security group account.

If you are using MS Access across different teams, be prudent and keep an mdb recovery tool handy. This would allow you to deal with unpleasant surprises like a database crash.

Author Introduction:

Vivian Stevens is a data recovery expert in DataNumen, Inc., which is the world leader in data recovery technologies, including SQL Server fix and excel recovery software products. For more information visit www.datanumen.com