Editing layouts privileges

Privilege sets can limit access to layouts in a file. For a file, you can set:

  • Privileges for all layouts: you can allow or prohibit the ability to switch to Layout mode and make design changes to all layouts. You can also prohibit access to all layouts in a file.

  • Custom privileges for individual layouts: you can set two types of access limits for each layout:

    • Design and view limits for each layout: whether the privilege set permits making design changes to a layout in Layout mode, view-only layout access, or no layout access at all.

    • Data access limits for each layout: whether the privilege set permits accessing, viewing, or modifying data displayed by each layout. When access to data is prohibited, the user can view the layout but will see <No Access> instead of any field data.

There are important distinctions and interactions between layouts privileges and record access privileges:

  • Although you can use layout privileges to limit access to data, these settings protect only a single view of data on a layout by layout basis, which may not protect all instances of the data. To limit access to all occurrences of specific tables, records, or fields no matter where they are displayed or accessed, use record access privileges. See Editing record access privileges.

  • Even if you use layout privileges to allow viewing and editing of data, record access privileges still apply and may limit access to certain tables, fields, and records.

To edit privileges for all layouts:

  1. Start editing a new or existing privilege set in the Edit Privilege Set dialog box.

    See Creating and editing privilege sets.

  2. In the Data Access and Design area, for Layouts, choose All modifiable, All view only, or All no access. These options allow or prohibit the following:

    3. Privilege

    All
    modifiable

    All view only

    All no access

    Viewing all layouts

    Allowed

    Allowed

    Prohibited

    Duplicating and deleting all layouts

    Allowed

    Prohibited

    Prohibited

    Creating new layouts

    Allowed

    Prohibited

    Prohibited

    Entering Layout mode in order to make design changes

    Allowed

    Prohibited

    Prohibited

To edit privileges for individual layouts:

  1. Start editing a new or existing privilege set in the Edit Privilege Set dialog box.

    See Creating and editing privilege sets.

  2. In the Data Access and Design area, for Layouts, choose Custom privileges. In the Custom Layout Privileges dialog box, select each layout (or select Any New Layout to set privileges for any layout created later) and set the privileges you want for it. When you’re through setting privileges for individual layouts, click OK.

    3. To

    In the Custom Layout
    Privileges dialog box

    Allow viewing the layout, changing the design of the layout in Layout mode, and deleting the layout

    For Layout, choose Modifiable.

    Allow viewing of the layout only (prohibit design changes)

    For Layout, choose View only.

    Prohibit viewing the layout

    For Layout, choose No access.

    Allow viewing data, editing data, and creating and deleting records in the layout

    For Records via this layout, choose Modifiable.

    Allow viewing data (prohibit editing data and creating and deleting records) in the layout

    For Records via this layout, choose View only.

    Prohibit seeing the data on the layout. (The user will see <No Access> for each field instead of the field data.)

    For Records via this layout, choose No access.

    Allow creating new layouts and duplicating any viewable layout

    Select Allow creation of new layouts.

    Important  In the Custom Layout Privileges dialog box, the View only and No access options for Records via this layout protect only a single view of data on a layout by layout basis, which may not protect all instances of the data, such as scripts that access data and relationships that display the data in other files. To limit access to all occurrences of specific tables, records, or fields no matter where they are displayed or accessed, use record access privileges. See Editing record access privileges.

Notes 

  • Any record access privileges still apply and may limit access to certain tables, fields, and records. See Editing record access privileges. For a comparison of how layouts privileges and record access privileges work together, search the Knowledge Base.