Protect Report from other users

  • Thread starter Thread starter jwr
  • Start date Start date
J

jwr

I have need to send a report via email to a recipient who in turn needs to
enter information into 4 fields. Is there a way to protect the report so
that ONLY those 4 fields can be changed?

I tried emailing a form, and I lose the format. Should I try to email a
form or a report?

Thanks in advance,
JR
 
Reports display printed data. They don't have data entry capabilities.

Forms outside of Access are pictures, as they only work when they are
actually part of the .mdb file.

If you describe a bit more about WHAT you want to accomplish, rather than
HOW you are trying to do it, the 'group's readers may be able to offer
alternatives.
 
My data base is a order/sales data base containing information from the time
an order is received until payment to us is made. We have dealers outside
out facility that make deliveries for us.

I must also transmit all of the data to corporate once delivery is made.

The information transmitted to the dealer will include ALL information -
order number, control number, ordering activity, products ordered, pricing,
ship to, etc. I have created a form and I created a report in an attempt to
find a way to email this info to my dealer. It is a MUST that I transmit
via email, unfortunately. I do not want the dealer to be able to edit the
information that is sent to him; rather add his information regarding
delivery.

Here is my question - how do I transmit my information to a dealer for the
dealer to input their information; i.e. ship date, invoice number, their
costs, and serial numbers? Once they send this information back to me, I
must put that information into the report that is going back to corporate.

I am attempting to have the info transmitted, sent back and update my
database without having to keypunch the info.

Thanks in advance.
JR
 
See responses in-line below...

jwr said:
My data base is a order/sales data base containing information from the time
an order is received until payment to us is made. We have dealers outside
out facility that make deliveries for us.
Click to expand...

Does this mean you have something like a warehouse, and subcontract out
delivery?
I must also transmit all of the data to corporate once delivery is made.
Click to expand...

"all the data" -- once per delivery, or as a (?weekly?) bulk data set?
The information transmitted to the dealer will include ALL information -
Click to expand...

Is this "ALL information" the same as "all of the data" you transmit to
corporate?
order number, control number, ordering activity, products ordered, pricing,
ship to, etc.
Click to expand...

I am assuming that you only transmit data to a dealer that relates to the
deliveries made by THAT dealer (rather than all your data).
I have created a form and I created a report in an attempt to
find a way to email this info to my dealer. It is a MUST that I transmit
via email, unfortunately.
Click to expand...

You can use Access queries to extract information which you then send as an
attachment to an email. You are sending a copy of the data only -- the
original is still in your database.
I do not want the dealer to be able to edit the
information that is sent to him; rather add his information regarding
delivery.
Click to expand...

Unless you send the dealer your database, the dealer doesn't have a way to
edit anything. What information do you want added regarding delivery?
Here is my question - how do I transmit my information to a dealer for the
dealer to input their information; i.e. ship date, invoice number, their
costs, and serial numbers? Once they send this information back to me, I
must put that information into the report that is going back to corporate.
Click to expand...

If the dealer(s) send the information you require from them in something
like an Excel spreadsheet, you can easily import that data into Access, and,
if you've included identifiers (?rowID for the Order?), you can use the
dealer data to update (ONLY!) those fields that you want to.

Then, when the information/data from dealers has been incorporated, you can
run the report(s) to send to corporate.
I am attempting to have the info transmitted, sent back and update my
database without having to keypunch the info.
Click to expand...

So, one approach to this would be to extract the information you want the
dealers to have, and export it as an Excel spreadsheet. You'd then email
that Excel spreadsheet as an attachment. The dealers would add the data you
require of them and email it back. You'd import the raw data, then use
Update queries to update your database. No keypunching required. HOWEVER:
if the dealers send you junk data, do you really want to add that to your
database?! Where in this process do you ensure that the data they send is
the data you need?

Good luck!

Jeff Boyce
<Office/Access MVP>
 
My responses are also in-line below.

It appears that I must transmit my information to them in some type of
legible report and have them enter information on an excel spreadsheet.

How, or can I, create a template in excel that pulls information from my
database? That way, I could protect the sheet. I have attempted to export
database to excel and create the query there, but my access query has the
parameters in it for the corporate information needed, and therefore, will
not pull all information forward to excel.

Many thanks for your professional and prompt reply to my questions.
JR


Jeff Boyce said:
See responses in-line below...



Does this mean you have something like a warehouse, and subcontract out
delivery? Yes

"all the data" -- once per delivery, or as a (?weekly?) bulk data set? Transmit daily


Is this "ALL information" the same as "all of the data" you transmit to
corporate?
Click to expand...
Yes - only in a different
format
I am assuming that you only transmit data to a dealer that relates to the
deliveries made by THAT dealer (rather than all your data).
Exactly

You can use Access queries to extract information which you then send as an
attachment to an email. You are sending a copy of the data only -- the
original is still in your database.
Click to expand...
That is what I have done - but
put in a format that is more legible than one long line
Unless you send the dealer your database, the dealer doesn't have a way to
edit anything. What information do you want added regarding delivery?
Click to expand...
Yes, I realize that he cannot
edit my database; however, he could alter the information;
i.e., the amount of credit
that he would receive once delivery is made. The information
I am sending the dealer is
his "purchase order" to deliver and collect his funds.

Dealer would add delivery
date, serial number(s), his invoice from his vendor with the
cost of the product(s)
delivered.

corporate.

If the dealer(s) send the information you require from them in something
like an Excel spreadsheet, you can easily import that data into Access, and,
if you've included identifiers (?rowID for the Order?), you can use the
dealer data to update (ONLY!) those fields that you want to.
Click to expand...

I have never done this. Would you mind
explaining a bit further? I only 'sound' as if I
know what I am doing!!
Then, when the information/data from dealers has been incorporated, you can
run the report(s) to send to corporate.

So, one approach to this would be to extract the information you want the
dealers to have, and export it as an Excel spreadsheet. You'd then email
that Excel spreadsheet as an attachment. The dealers would add the data you
require of them and email it back. You'd import the raw data, then use
Update queries to update your database. No keypunching required. HOWEVER:
if the dealers send you junk data, do you really want to add that to your
database?! Where in this process do you ensure that the data they send is
the data you need?
Click to expand...
They could send junk data and I would
not know; however, when corporate receives
my information, their invoice# would
not come up in corporate database.
 
If you want to be able to import data, you need data (e.g., Excel).

But even if the dealer modified the Excel cell that held "credit due", you
are not required to use that field when you import data back into Access.

Your query will only update the specific fields you choose. Don't choose
one the dealer shouldn't mess with.

And I believe you DO want to do something in the way of pre-screening what
the dealers send back. If you are the one sending data to corporate, won't
corporate come after YOU when what they get is garbage?

You can create a query of data you want to send to the dealers.

You can export that query's results as an Excel spreadsheet.

You can send an email to the dealer, with the spreadsheet attached.

You can import the attached spreadsheet the dealer sends back.

You can use a query to "gather" the data from that spreadsheet that you want
to update, and if you make the query an update query, you can update your
database.

You can create query that gives you the data you want to send to corporate.

You can create a report, based on that query. This is the report you send
to corporate.
 
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