User manual

94 FileMaker Pro User’s Guide
You must have Allow printing privileges to save records as a PDF file.
You must have
Allow exporting privileges to export records as a
Microsoft Excel worksheet. For more information about saving
records as PDF or Excel files, see
“Saving and sending data in other
formats” on page 84.
Note The Full Access privilege set is the only one that permits access
to the Define Database and Define File References dialog boxes in
order to modify fields, tables, relationships, and file references. It is
also the only privilege set that permits changing accounts and
privileges. Because you cannot enable these privileges in any other
privilege set, any user that wants to make database definition changes
or privileges changes must open the file with an account that is
assigned the Full Access privilege set.
At least one active, FileMaker authenticated account in each file must
be assigned the Full Access privilege set. An error message will
appear if you edit accounts so that no active account is assigned the
Full Access privilege set.
Planning security for a file
A new FileMaker Pro file is initially unprotected. Whenever the file
opens, it automatically logs in the user with the Admin account, which
is assigned the Full Access privilege set.
1 If you simply want to keep someone else from opening a database
file on your computer, you can password-protect the file. For more
information, see
“Password-protecting a file” on page 95.
1 If you need to share a database file with others and provide varying
levels of file access to different users, you need to plan the security for
the file.
To plan the security for a shared file:
1. Determine the privilege sets that you need for the file.
Make a list of the areas of the file that you want to protect, such as
particular tables, fields, records, layouts, value lists, and scripts. Plan
the number of privilege sets you need to enforce the varying levels of
file access that you require.
2. Determine whether you need individual accounts for each user, or
group accounts that multiple users can share.
3. Decide if you want to enable the Guest account, which permits
users to open the file without specifying account information.
4. Create the privilege sets that you need in the file.
5. Determine if you need to enable any extended privileges for certain
privilege sets.
Don’t enable extended privileges unless they’re needed.
6. Create the accounts you need in the file, and assign the appropriate
privilege set to each account.
For more information, see the next section. If you’re using the Guest
account, assign a privilege set to it as well. Otherwise, disable the
Guest account.
Disconnect user from
FileMaker Server when
idle
off on on
Allow password
modification
on on on
Password change
number of days
off off off
Minimum password
length
off off off
Available menu
commands
all all all
Privilege Sets
Privilege Full Access
Data Entry
Only
Read-Only
Access