How to create a User Login Form in Microsoft Access:

Question » In my Microsoft Access database I have a table of Users, each with a

user name and password, and a login form set up. I want the user name and
password entered into the login form to be compared against those stored in the
Microsoft Access table. If a match is found the user is allowed to access to the
system, if not the system should exit.

Answer » The following details one procedure that could be applied to this scenario.
There are many more approaches to this and also other areas that will need to be
secured within your database environment. On initially opening the Microsoft
Access database you are presented with a database LogOn screen. This screen
controls security access to the database and its objects. You should set the LogOn
form to be the first form to open in the database start-up options.

The screen seen below is an unbound form containing an unbound drop -down list.
This list is made up of users defined in the table - tblEmployees.

Table - tblEmployees, showing UserName and Password fields.

The other control on the form is an unbound text box. This control is where the user
will enter their security password. This control also contains an input mask ensuring
that their password cannot be seen: (***********)

The form then contains a command button labelled Go. There is visual basic code
contained on the On Click event of this button that will ensure access to the
database providing valid information is entered into the above controls. You can see
the LogOn form below:

Database Log On Form.

The drop-down list sources the information using an SQL command:

SELECT [tblEmployees].[lngEmpID], [tblEmployees].[strEmpName]

FROM tblEmployees;
This returns the Employee ID number and the Employee name, however only the
Employee name is displayed (using the column width's property of 0cm;1cm. The
column bound to the database table is column 1 (lngEmpID).
On selection of a name from the list, there is an event procedure that runs on the
After Update event of the combo-box. This event moves the focus (the cursor
position) to the Password control:
Private Sub cboEmployee_AfterUpdate()
'After selecting user name set focus to password field
Me.txtPassword.SetFocus
End Sub

The user will then need to enter their valid password, followed by clicking the
command button to enter the database.
On clicking the command button (cmdLogin) the following code is attached to the
buttons On Click event procedure:
Private Sub cmdLogin_Click()

'Check to see if data is entered into the UserName combo box

If IsNull(Me.cboEmployee) Or Me.cboEmployee = "" Then

MsgBox "You must enter a User Name.", vbOKOnly, "Required Data"
Me.cboEmployee.SetFocus
Exit Sub
End If
'Check to see if data is entered into the password box

If IsNull(Me.txtPassword) Or Me.txtPassword = "" Then

MsgBox "You must enter a Password.", vbOKOnly, "Required Data"
Me.txtPassword.SetFocus
Exit Sub
End If

'Check value of password in tblEmployees to see if this

'matches value chosen in combo box

If Me.txtPassword.Value = DLookup("strEmpPassword", "tblEmployees", _

"[lngEmpID]=" & Me.cboEmployee.Value) Then

lngMyEmpID = Me.cboEmployee.Value

'Close logon form and open splash screen

DoCmd.Close acForm, "frmLogon", acSaveNo

DoCmd.OpenForm "frmSplash_Screen"
Else
MsgBox "Password Invalid. Please Try Again", vbOKOnly, _
"Invalid Entry!"
Me.txtPassword.SetFocus
End If
'If User Enters incorrect password 3 times database will shutdown
intLogonAttempts = intLogonAttempts + 1
If intLogonAttempts > 3 Then
MsgBox "You do not have access to this database.Please contact admin.",
_
vbCritical, "Restricted Access!"
Application.Quit
End If
End Sub

If a selection has not been made the user will be presented with a message box informing that
this is required data, clicking OK will send the focus to the combo box:

Error message stating that a User Name must be entered.

Once a selection is made the focus moves to the password entry control. Once again this uses a
statement to check that an entry is made:

'Check to see if data is entered into the password box

If IsNull(Me.txtPassword) Or Me.txtPassword = "" Then
MsgBox "You must enter a Password.", vbOKOnly, "Required Data"
Me.txtPassword.SetFocus
Exit Sub
End If

Error message stating that a User Password must be entered.

Once the required information is entered the following code runs to validate the entries made:

'Check value of password in tblEmployees to see if this

'matches value chosen in combo box

If Me.txtPassword.Value = DLookup("strEmpPassword", "tblEmployees", _

"[lngEmpID]=" & Me.cboEmployee.Value) Then

lngMyEmpID = Me.cboEmployee.Value

'Close logon form and open splash screen

DoCmd.Close acForm, "frmLogon", acSaveNo

DoCmd.OpenForm "frmSplash_Screen"

Else
MsgBox "Password Invalid. Please Try Again", vbOKOnly, "Invalid Entry!"
Me.txtPassword.SetFocus
End If

If the information contained matches information found in tblEmployees the user will then be
allowed access to the database, and the database splash screen will appear.
The final statement executed by the code will check to see if an incorrect password has been
entered 3 times. If this is found to be true, the user is presented with a message box informing
them of the situation and the database will close:

'If User Enters incorrect password 3 times

'database will shutdown

intLogonAttempts = intLogonAttempts + 1
If intLogonAttempts > 3 Then
MsgBox "You do not have access to this database.Please contact admin.", _
vbCritical, "Restricted Access!"
Application.Quit
End If

Error message informing that access is denied.

Finally, you will need to create a module to store the following variable:

Public lngMyEmpID As Long