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Creating and managing accounts

Accounts specify account names and (usually) passwords for a file. When a user opens a file that contains accounts, a dialog box usually 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. For more information, see About accounts, privilege sets, and extended privileges.

To create and manage accounts for a file, you need to open the file with an account that is assigned the Full Access privilege set, which is the only privilege set that permits making account changes to a file. If you open the file with any other privilege set, the File menu > Manage > Security command is disabled.

You can create and modify accounts 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. Each database file also contains two predefined accounts: Admin and Guest. For more details, see About the Admin and Guest accounts.

Important  Don’t forget the account name and password that is assigned to the Full Access privilege set. If necessary, write it down and store it in a secure place. If you lose or forget this account name and password, you may not be able to access or change the file.

Note  Shared accounts are a security risk. For better security, use individual accounts instead of shared accounts. If you intend to use shared accounts anyway, make sure you limit the access capabilities of the privilege sets that shared accounts use. Change the password occasionally, particularly when certain users no longer require access.