User manual
Table Of Contents
- Chapter 1 Introducing FileMaker Pro
- Chapter 2 Using databases
- About database fields and records
- Opening files
- Opening multiple windows per file
- Closing windows and files
- Saving files
- About modes
- Viewing records
- Adding and duplicating records
- Deleting records
- Entering data
- Working with data in Table View
- Finding records
- Performing quick finds in Browse mode
- Making find requests in Find mode
- Finding text and characters
- Finding numbers, dates, times, and timestamps
- Finding ranges of information
- Finding data in related fields
- Finding empty or non-empty fields
- Finding duplicate values
- Finding records that match multiple criteria
- Finding records except those matching criteria
- Viewing, repeating, or changing the last find
- Saving find requests
- Deleting and reverting requests
- Hiding records from a found set and viewing hidden records
- Finding and replacing data
- Sorting records
- Previewing and printing databases
- Automating tasks with scripts
- Backing up database files
- Setting preferences
- Chapter 3 Creating databases
- Planning a database
- Creating a FileMaker Pro file
- Creating and changing fields
- Setting options for fields
- Creating database tables
- Creating layouts and reports
- Setting up a layout to print records in columns
- Working with objects on a layout
- Working with fields on a layout
- Working with parts on a layout
- Displaying data in charts
- Chapter 4 Working with related tables and files
- Chapter 5 Sharing and exchanging data
- Sharing databases on a network
- Importing and exporting data
- Saving and sending data in other formats
- Sending email messages based on record data
- Supported import/export file formats
- Setting up recurring imports
- ODBC and JDBC
- Methods of importing data into an existing file
- About adding records
- About updating existing records
- About updating matching records
- About the importing process
- Converting a data file to a new FileMaker Pro file
- About the exporting process
- Working with external data sources
- Publishing databases on the web
- Chapter 6 Protecting databases
- Protecting databases with accounts and privilege sets
- Creating accounts and privilege sets
- Viewing extended privileges
- Authorizing access to files
- Security measures
- Enhancing physical security
- Enhancing operating system security
- Establishing network security
- Backing up databases and other important files
- Installing, running, and upgrading antivirus software
- Chapter 7 Converting databases from FileMaker Pro 6 and earlier
- Index
Chapter 6
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Protecting databases 127
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 or Excel 2007/2008 worksheet. For more information about
saving records as PDF or Excel files, see
“Saving and sending data in other formats” on page 114.
Note The Full Access privilege set is the only one that permits access to the Manage Database and Manage
External Data Sources dialog boxes in order to modify fields, tables, relationships, and data sources. 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 128.
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. Consider listing the types of users and their privileges:
* You can provide limited access to some features, for example deleting records, by using record-by-record
privileges. For more information on record-by-record privileges, see FileMaker
Pro Help.
You can additionally protect a file by requiring authorization of any file that attempts to access its tables,
layouts, value lists, and scripts. For more information, see
“Authorizing access to files” on page 134.
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.
Managers Marketing Sales HR Legal Guests
View records
Yes Yes Yes Yes Yes Ye s
Create records
Yes Yes Yes Yes No No
Edit records
Yes Yes Yes Yes No No
Delete records
Yes Limited* Limited* Ye s No No
Modify scripts
Yes Limited* No Ye s No No
Execute scripts
Yes Yes Yes Yes Yes No
Modify value lists
Yes No No No No No
Menus
All Editing only Editing only All Minimum Minimum