How to Set Form as Read-Only for Regular User

Set form as Read-Ony Form

Before restricting a form to user, we need to have a user table with UserSecurity field. In this how to, I will create a lookup table tblSecurityLevel for a UserSecurity field on the tblUser table.

1.) Create a table tblSecurityLevel with a SecurityID and SecurityLevel field and add Admin for SecurityID =1 and User for SecurityID =2

2.) Create a table tblUser with a UserLogin, UserSecurity and Password fields. Setup a table tblWorker that has a UserSecurity field links to a table tlbSecurityLevel. So the data type of a UserSecurity field is number because it refers to the SecurityID (Autonumber) in the tblSecurityLevel table above. You can create the UserSecurity field from the Lookup Wizard on the dropdown of Data Type column.

In this How To, I will show two different methods of creating a read-only form for a regular user: creating a read-only form with database that does not use the Login Form and with database that using a login form.

For Database with no Login Form

We will use a computer login id (network login id) for a UserLogin field in the tblUser table. In this method, a password is not required when open the access database file. The UserLogin matching with a computer login ID will appear on the first form when database opened. The specific form will be opened as Read Only if a UserSecurity type is User depending on a UserLogin. Follow the step below:

Step 1  Under the On Load Event of Navigation Form (first form opened), assign a computer login ID to a variable User then assign a User to textbox TxtLogin shown below.

Private Sub Form_Load()
Dim User As String
User = Environ("Username")
Me.TxtLogin = User
End Sub

Step 2 Select a form that you want to make it Read Only to User type of UserSecurity. In this example, I select Task due date tab which has a target name from frmTaskList form.

Step 3  On Load Event of Task due date tab, enter the VBA code below. Or you can put the VBA code on form frmTaskList

Private Sub Form_Load()
Dim LoginType As Integer
Dim user As String
‘set user = a value of the txtLogin textbox on the Navigation Form
user = Forms![Navigation form]!TxtLogin
‘Assign the UserSecurity 1 or 2 from the user login to LoginType
LoginType = DLookup("UserSecurity", "tblUser", "UserLogin = '" & user & "'")
If LoginType = 2 Then
‘disable if user login type is 2 (regular user)
    Me.AllowDeletions = False
    Me.AllowEdits = False
    Me.AllowAdditions = False
End If
End Sub

How it works:

After the Task due date tab is clicked, a form frmTaskList is loaded. If the user has a Login Type =2 (the SecurityID of User from table tblSecurityLevel) then frmTaskList form will open and will disable any edition, deletion or adding a new record on form. It is known as Read Only form.

***********************

For Database using a Login Form with Login ID and Password

Step 1: You should have a Login Form looks like picture below already. If you don’t have one you can create it with the instruction on How to Create Login Form or video link here.

Step 2: If you have a Navigation Form open after you logged in then you need to have a textbox “TxtLogin” on the header section of Navigation Form

Step 3: Assign the user login ID from the Login Form to Navigation Form.

Under the Ok button, the code will look like below:

DoCmd.OpenForm “Navigation Form” Forms![Navigation Form]![txtLogin] = LoginID

 Full instruction on Create Login Form here.

If you login as jvang then jvang will show on the txtLogin textbox on the Navigation Form

Step 4: Select form that you want to make it Read Only to a User type of UserSecurity. In this example, I select Task due date tab which has a target name from frmTaskList form.

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