User manual

Chapter 6
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Protecting databases 129
Creating accounts and privilege sets
Accounts specify account names and (usually) passwords for a file. When a user opens a file that contains
accounts, a dialog box prompts the user to enter account information. When a user opens a file with a correct
account name and password, the privilege set assigned to that account determines what the user can do in that file.
Privilege sets specify levels of access to a database, such as which layouts are viewable, which menus are
available, and whether printing is permitted.
To create and manage accounts and privilege sets for a file, you need to open the file with an account that is
assigned the Full Access privilege set.
You can create and modify accounts and privilege sets in a shared file while clients are using it. (In
FileMaker
Pro 6 and earlier, all clients had to close the shared file before you could change passwords and
groups.) The account changes you make take effect immediately. However, the changes do not disrupt any
current clients. For example, if you change the password for an account that is in use by one or more clients,
their FileMaker
Pro usage is not interrupted. However, they will need to enter the new password the next
time they open the file.
You can create as many accounts as you need. You can create individual accounts for each user, or a smaller
number of accounts that users can share.
Viewing accounts and privilege sets
The Manage Security dialog box displays a list of all the accounts and privilege sets for a file.
To view the accounts and privilege sets for a file:
1. Open the database file.
2. Choose File menu > Manage > Security.
You see the accounts defined for this file.
3. In the Manage Security dialog box, click the Privilege Sets tab.
You see the privilege sets defined for this file.