User manual

Protecting databases with passwords and groups 9-5
1 In the previous example (the Access privileges overview for the
Marketing group), users who enter the Car password can view and
edit the records using the Product List, Price List, and Advertising Cost
layouts. They can view, but not edit data on the Current Inventory
layout and cannot view or edit records using the Margin Report layout.
Additionally, they can’t view or edit the Cost and No. in stock fields,
and can only view data in the Status field, regardless of which layout
the fields are on.
Keep these points in mind:
1 Groups give database administrators a way to manage access to
specific layouts or fields. If you don’t need to restrict access to
specific layouts or fields, simplify your access privileges by using
only passwords.
1 Master passwords provide access to the entire file.
1 You can associate the same password with more than one group.
For example, to give an accountant access to the layouts and fields
for both the Sales and Inventory groups, associate the accountant’s
password with both groups.
1 You can associate a group with more than one password. For
example, you can assign separate passwords for each person in an
accounting group. All users have access to the same layouts and
fields (determined by the group), but only the managers can make
changes to the file (determined by their passwords).
1 Users don’t need to know about groups. They enter the password
that is associated with their group.
Tip To see the associations between layouts and fields, choose File
menu > Access Privileges > Overview. You must be the only person
using the file to access the overview. For example, if you want to
delete a field but aren’t sure which layouts will be affected, select the
field in the
Access Privileges dialog box. Layouts with solid bullets
contain the selected field.
Deleting or changing groups
To delete or change groups, you must use the master password to
open the file and be the only person using the file.
Access privileges overview for the Sales group
To Do this
Delete a group Choose File menu > Access Privileges > Groups. Select
the group name, then click Delete. In the confirmation
dialog box, click Delete, then click Done.
Change password
associations or access
privileges for a group
Choose File menu > Access Privileges > Overview.
Select a group, then click the bullets next to the
passwords, layouts, and fields you want to change.
Click Save, then Done.