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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.

Note  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. For more information, 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.

For a comparison of how layouts privileges and record access privileges work together, see How layouts privileges and record privileges interact.

To edit layouts privileges:

1.	Start editing a new or existing privilege set.

Display the Edit Privilege Set dialog box. For more information, see Creating new privilege sets or Editing existing privilege sets.

2.	To set privileges for all layouts in the file, for Layouts, choose All modifiable, All view only, or All no access. These options allow or prohibit the following:

 

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

3.

To set individual privileges for each layout in the file, 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.

Tip  You can also set individual privileges for multiple layouts at once by first selecting multiple layouts in the Custom Layout Privileges dialog box. For more information, see the Notes section below.

 

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 access via Instant Web Publishing, 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. For more information, see How layouts privileges and record privileges interact and Editing record access privileges.

4.	In the Edit Privilege Set dialog box, define any other privileges for the privilege set.

For details on the different privileges you can define, refer to one or more of the following topics:

•	Editing record access privileges

•	Editing value list privileges

•	Editing scripts privileges

•	Editing extended privileges for a privilege set

•	Editing other privileges

5.	When you’ve finished editing this privilege set, click OK.

You see the Manage Security dialog box.

6.	Do one of the following:

•	If you’ve finished working with accounts and privileges, click OK.

•	To assign the privilege set to one or more accounts, see Creating accounts or Editing existing accounts.

Notes

•	Any record access privileges still apply and may limit access to certain tables, fields, and records. For more information, see Editing record access privileges and How layouts privileges and record privileges interact.

•	To change the order of the layouts displayed in the Custom Layout Privileges dialog box, click one of the column headings to order the list by that column. To switch between ascending and descending order, click the column heading again.

•	You can select multiple layouts in the Custom Layout Privileges dialog box in order to set privileges for multiple layouts at once:

•	To select multiple layouts, Ctrl+click (Windows) or Command-click (Mac OS) each layout name.

•	To select a range of adjacent layouts, click the first layout, and then Shift-click the last layout in the range.

•	To select all layouts, click Select All.