User manual

Chapter 5
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Protecting databases with accounts and privilege sets 93
All extended privileges for a file are disabled by default, even in the
Full Access privilege set.
Enabling extended privileges only makes it allowable for certain
privilege sets to access shared data. To actually access the shared data,
you must also set up sharing for the type of access that you want. For
more information on sharing data, see
chapter 4, “Sharing and
exchanging data.” For more information on extended privileges, see
“Viewing extended privileges” on page 99.
About the predefined accounts
Each database file contains two predefined accounts: Admin and
Guest.
Admin account
The Admin account is assigned the Full Access privilege set, which
permits access to everything in a file. The Admin account is not
assigned a password. In files for which privileges are not set up, the
file options are set up to automatically log in to the file using the
Admin account.
The Admin account is fully editable. You can rename it, assign it a
password, or make the account inactive. You can even delete the
Admin account; however, you must assign the Full Access privilege
set to at least one other active account.
Important Don’t forget the account name and password that is
assigned to the Full Access privilege set. If necessary, write it down
and store it in a secure place. If you lose or forget this account name
and password, you may not be able to access the file.
Guest account
The Guest account permits users to open a file without specifying any
account information. The Guest account is not assigned a password.
By default, the Guest account is assigned the Read-Only Access
privilege set, but you can assign any privilege set you want to the
Guest account.
Initially, the Guest account is inactive, which disables the guest option
in the password dialog box and prohibits users from opening files as a
guest. You can enable the Guest account to permit guest access.
The Guest account is not fully editable. You cannot delete the Guest
account, change the Guest account name, or assign it a password.
About the predefined privilege sets
Every new database file contains three predefined privilege sets.
1 Full Access: permits accessing and changing everything in the file
1 Data Entry Only: permits viewing and entering of data only
1 Read-Only Access: permits viewing but not changing data
You cannot change or delete these predefined privilege sets, except to
enable or disable extended privileges for them. You can either use
them as is, or duplicate them and then modify the duplicate copies.
The following table summarizes the properties of these privilege sets.
Privilege Sets
Privilege Full Access
Data Entry
Only
Read-Only
Access
Records (in all tables) create, edit,
delete
create, edit,
delete
view only
Layouts all modifiable view only view only
Value lists all modifiable view only view only
Scripts all modifiable
and executable
all executable
only
all executable
only
Extended Privileges all off all off all off
Allow printing on on on
Allow exporting on on on
Manage extended
privileges
on off off
Override data validation
warnings
on off off