Hide/Unhide Worksheets Based on Name & Password

[cking1333]

Greetings, 

I found the code below and it gets me moving in the right direction but I would like to have significantly more autonomy over the users and which worksheets they can access within a spreadsheet. Here is the code: 

Private Sub Workbook_Open()
Dim pword As String
On Error GoTo endit
      pword = InputBox("Enter logon information to access permitted worksheets")
      Select Case pword
      Case Is = "TEST": Sheets("NOT MANAGER").Visible = True
      Case Is = "MANAGER": Call UnHideAllSheets
End Select
Sheets("Dummy").Visible = False
Exit Sub
endit:
MsgBox "Incorrect Password"
End Sub

 

Private Sub Workbook_BeforeClose(Cancel As Boolean)
Dim sht As Worksheet
Application.ScreenUpdating = False
       Sheets("Dummy").Visible = xlSheetVisible
           For Each sht In ActiveWorkbook.Sheets
           If sht.Name <> "Dummy" Then
      sht.Visible = xlSheetVeryHidden
End If
Next sht
Application.ScreenUpdating = True
End Sub

Sub UnHideAllSheets()
    Application.ScreenUpdating = False
    Dim n As Single
    For n = 1 To Sheets.Count
        Sheets(n).Visible = True
    Next n
    Application.ScreenUpdating = True
End Sub

 I like the idea of a dummy worksheet that the spreadsheet uses but I would like to incorporate a username in conjunction with a password to give access to users based on what they need access to. Additionally, rather than having to change usernames and passwords in VBA, I would like to have a hidden worksheet that an administrator can go in to add/delete/modify usernames, passwords and the worksheets each user has access to. 

Not sure if this is possible but if so it is definitely beyond me and I would appreciate any assistance. 

Thanks,

C

[#2]

@cking1333 

To achieve the level of control and flexibility you're looking for, we can expand upon the existing VBA code. Here's a comprehensive solution that involves:

1. Storing usernames, passwords, and sheet permissions in a hidden worksheet.
2. Checking the login information against this hidden worksheet.
3. Showing or hiding worksheets based on the permissions.

Let's break this down step-by-step.

Step 1: Setting Up the Hidden Worksheet

Create a hidden worksheet (let's name it "UserAccess") with the following structure:

Username	Password	Sheet1	Sheet2	...
user1	pass1	TRUE	FALSE	...
user2	pass2	FALSE	TRUE	...

Each column after the "Password" column corresponds to a worksheet name. Use TRUE or FALSE to indicate whether the user has access to that sheet.

Step 2: VBA Code to Handle User Login and Sheet Access

Here's the updated VBA code to handle login and sheet access based on the "UserAccess" worksheet:

Vba Code is untested, please backup your file.

Private Sub Workbook_Open()
    Dim username As String
    Dim pword As String
    Dim ws As Worksheet
    Dim wsAccess As Worksheet
    Dim lastRow As Long
    Dim userFound As Boolean
    Dim sheetCol As Integer
    Dim cell As Range
    
    On Error GoTo endit

    ' Get login information
    username = InputBox("Enter your username")
    pword = InputBox("Enter your password")

    ' Set the UserAccess worksheet
    Set wsAccess = ThisWorkbook.Sheets("UserAccess")
    wsAccess.Visible = xlSheetVisible ' Temporarily make it visible

    ' Find the last row in the UserAccess worksheet
    lastRow = wsAccess.Cells(wsAccess.Rows.Count, 1).End(xlUp).Row
    
    userFound = False
    For Each cell In wsAccess.Range("A2:A" & lastRow) ' Assuming headers are in row 1
        If cell.Value = username And cell.Offset(0, 1).Value = pword Then
            userFound = True
            ' Loop through sheets and set visibility based on UserAccess
            For Each ws In ThisWorkbook.Sheets
                If ws.Name <> "UserAccess" And ws.Name <> "Dummy" Then
                    sheetCol = Application.WorksheetFunction.Match(ws.Name, wsAccess.Rows(1), 0)
                    If cell.Offset(0, sheetCol - 1).Value = True Then
                        ws.Visible = xlSheetVisible
                    Else
                        ws.Visible = xlSheetVeryHidden
                    End If
                End If
            Next ws
            Exit For
        End If
    Next cell

    wsAccess.Visible = xlSheetVeryHidden ' Hide the UserAccess sheet again

    If Not userFound Then
        MsgBox "Incorrect Username or Password"
        End
    End If

    Sheets("Dummy").Visible = False
    Exit Sub

endit:
    MsgBox "Error occurred during login process"
End Sub

Private Sub Workbook_BeforeClose(Cancel As Boolean)
    Dim sht As Worksheet
    Application.ScreenUpdating = False
    Sheets("Dummy").Visible = xlSheetVisible
    For Each sht In ActiveWorkbook.Sheets
        If sht.Name <> "Dummy" And sht.Name <> "UserAccess" Then
            sht.Visible = xlSheetVeryHidden
        End If
    Next sht
    Application.ScreenUpdating = True
End Sub

Step 3: Testing the Setup

1. Create the "UserAccess" worksheet with the specified structure and fill in some test data.
2. Create a "Dummy" sheet.
3. Add the VBA code to the workbook (press Alt + F11 to open the VBA editor, then add the code to the ThisWorkbook object).
4. Save and close the workbook.
5. Reopen the workbook to test the login and sheet access functionality.

Additional Notes:

• Ensure the "UserAccess" sheet is hidden by default.
• The password protection is simple and not encrypted. For stronger security, consider using a more advanced method or an external library.

This setup should provide the flexibility to manage users and their access to different worksheets without modifying the VBA code every time a change is needed. The text, step and code was created with the help of AI.

My answers are voluntary and without guarantee!

Hope this will help you.

Was the answer useful? Mark as best response and like it!

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[#3]

WOW! That's amazing...thank you so much! There are a couple issues when a user will login though:
1) both the Dummy ws & the Username ws do not hide when a user logs in
2) The "Error occurred during login process" message box always pops up, even if the login information is correct

Can these issue be resolved?

[#4]

@cking1333 

Let's address the issues you mentioned:

1. Hiding the Dummy worksheet and the Username worksheet upon login: We'll ensure that these sheets are hidden after a successful login.
2. Preventing the "Error occurred during login process" message box from appearing when login information is correct: We'll refine the error handling and logic to correctly differentiate between a successful and unsuccessful login attempt.

Here's the revised VBA code:

Vba Code is untested, please backup your file.

Private Sub Workbook_Open()
    Dim username As String
    Dim pword As String
    Dim ws As Worksheet
    Dim wsAccess As Worksheet
    Dim lastRow As Long
    Dim userFound As Boolean
    Dim sheetCol As Integer
    Dim cell As Range
    
    On Error GoTo endit

    ' Get login information
    username = InputBox("Enter your username")
    pword = InputBox("Enter your password")

    ' Set the UserAccess worksheet
    Set wsAccess = ThisWorkbook.Sheets("UserAccess")
    wsAccess.Visible = xlSheetVisible ' Temporarily make it visible

    ' Find the last row in the UserAccess worksheet
    lastRow = wsAccess.Cells(wsAccess.Rows.Count, 1).End(xlUp).Row
    
    userFound = False
    For Each cell In wsAccess.Range("A2:A" & lastRow) ' Assuming headers are in row 1
        If cell.Value = username And cell.Offset(0, 1).Value = pword Then
            userFound = True
            ' Loop through sheets and set visibility based on UserAccess
            For Each ws In ThisWorkbook.Sheets
                If ws.Name <> "UserAccess" And ws.Name <> "Dummy" Then
                    sheetCol = Application.WorksheetFunction.Match(ws.Name, wsAccess.Rows(1), 0)
                    If cell.Offset(0, sheetCol - 1).Value = True Then
                        ws.Visible = xlSheetVisible
                    Else
                        ws.Visible = xlSheetVeryHidden
                    End If
                End If
            Next ws
            Exit For
        End If
    Next cell

    If userFound Then
        wsAccess.Visible = xlSheetVeryHidden ' Hide the UserAccess sheet again
        Sheets("Dummy").Visible = xlSheetVeryHidden ' Hide the Dummy sheet
    Else
        MsgBox "Incorrect Username or Password"
        End
    End If

    Exit Sub

endit:
    MsgBox "Error occurred during login process"
End Sub

Private Sub Workbook_BeforeClose(Cancel As Boolean)
    Dim sht As Worksheet
    Application.ScreenUpdating = False
    Sheets("Dummy").Visible = xlSheetVisible
    Sheets("UserAccess").Visible = xlSheetVisible ' Ensure UserAccess is visible for admin purposes
    For Each sht In ActiveWorkbook.Sheets
        If sht.Name <> "Dummy" And sht.Name <> "UserAccess" Then
            sht.Visible = xlSheetVeryHidden
        End If
    Next sht
    Application.ScreenUpdating = True
End Sub

Explanation of Changes:

1. Conditional Check for Successful Login: The userFound flag is used to determine if the login was successful. The If userFound Then block ensures the hidden worksheets are properly hidden after a successful login.
2. Hiding Sheets: Both "UserAccess" and "Dummy" sheets are hidden if the login is successful.
3. Error Handling: The error message will only display if an actual error occurs during the login process, and not when the login is simply incorrect.

Testing the Changes:

1. Update the "UserAccess" worksheet with your user data.
2. Ensure the "UserAccess" sheet is hidden by default.
3. Add the revised VBA code to the ThisWorkbook object in the VBA editor.
4. Save, close, and reopen the workbook to test the updated login and access control functionality.

These changes should resolve the issues you encountered and provide the desired functionality for hiding/unhiding worksheets based on username and password. You can also develop the rest yourself (if more is needed) .

[#5]

I have followed your instructions as indicated however the same issues still persist as before.