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Also, is there a way that more than one user can access the database at the same time?
Is the database split? Frontend for each user and Back end (tables etc) in one place.
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but other users can not open the external files
Is the database referring to Local areas to get the external files - So eg if the db was referring to server:\\yourarea\file.pdf then the db wouldn't be able to get to this file for another user.
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but other users can not open the external files, but the forms work