User manual

Protecting databases with passwords and groups 9-3
1 You can define a blank password that gives all users limited access
to a file. When the file is opened, anyone can press Enter or Return
to access the file. This option can be used to allow limited access to
the file without needing to know or enter a password. When
accessing a file with a blank password on the Web, the blank
password is automatically used. This means all web users have
access to the privileges assigned to the Blank password.
1 You can set a default password that is automatically used when the
file is open. This provides access to anyone who opens the database
file by bypassing the password dialog box. To set a default password,
choose Edit menu > Preferences > Document. Enable Try default
password, then type a password that you already defined. Users will
have the level of access that is attached to that password. To
temporarily bypass the default password and enter a different one,
press Shift (Windows) or Option (Mac OS) while opening the file.
Deleting or changing passwords
Important If you are not the only user of a file, do not modify a
password until you notify other users.
Defining groups
After you define passwords, define groups to restrict access to
specific fields and layouts. For example, if you want end users to
enter and edit data in some (but not all) of the fields, use groups to
specify which fields can be accessed.
To define a group:
1. Open the file using the master password.
1 If you haven’t defined passwords, follow the steps in “Defining
passwords” on page 9-1, then click Groups in the Define Passwords
dialog box.
1 You must be the only one accessing the file when defining groups.
2. Choose File menu > Access Privileges > Groups.
3. In the Define Groups dialog box, type a name for the group, then
click Create.
4. Click Access to assign privileges to groups.
To add multiple groups, specify additional group names before
clicking Access.
To Do this
Delete a password Choose File menu > Access Privileges > Passwords.
Select the password in the Define Passwords dialog
box, then click Delete. In the confirmation dialog
box, click Delete, then click Done. When prompted,
type the master password, then click OK.
Change a password if
you know the master
password
Choose File menu > Access Privileges > Passwords.
Select the password in the Define Passwords dialog
box. Edit the password, revise the privileges, then
click Change. Click Done. When prompted, type the
master password, then click OK.
When a blank password is defined,
users can open the file without
specifying any password.
Change your own
password if you don’t
know a master password
Choose File menu > Change Password. Type the old
password. Type the new password, type it again to
confirm it, then click OK.
To Do this