Editing record access privileges
• Privileges for all tables: you can limit whether a privilege set allows creating, editing, and deleting records in all the tables in a file.
• Custom privileges for individual tables: you can set individual record access limits for each table. For example, the privilege set can limit the ability to:
• View, edit, and delete certain records within each table. The privileges are limited by means of calculation that returns a Boolean result for each record. When the calculation evaluates to True, access is allowed for that specific activity (such as viewing the record). When the calculation evaluates to False, access to that activity is prohibited.
• Access or modify certain fields within each table. When access to one or more fields is restricted in a table that is otherwise visible, the user will see <No Access> instead of the field data.You can only set record access privileges for tables defined in the current file. If the file contains relationships to tables in other files that you want to protect, you need to create accounts and privilege sets in the other files to protect those tables. See About protecting databases.
Create, edit, and delete in all tables, and skip ahead to step 10. Create and edit in all tables, and skip ahead to step 10. View only in all tables, and skip ahead to step 10. All no access, and skip ahead to step 10. Custom Privileges, and continue with the next step.
3. In the Custom Record Privileges dialog box, select one or more tables for which you want to edit custom privileges. (Or select Any New Table to set privileges for any table created later.)
• To select all tables, click Select All.
4. To set custom privileges for viewing, editing, creating, and deleting records, choose one of the following options from the View, Edit, Create, and Delete lists in the Set Privileges area:
Limited (available when only a single table is selected)
6. Select the table that contains the fields for which you want to limit access. Then, for Field Access, choose Limited.
7. In the Custom Field Privileges dialog box, select each field for which you want to limit access (or select Any New Field to set custom privileges for any field created later). Then choose one of the following options:
Note When access to one or more fields is prohibited in a table that is otherwise visible, the user will see <No Access> instead of the field data.
8. Click OK.
9. Click OK.
• If you’ve finished working with accounts and privileges, click OK. In the dialog box that appears, enter an account name and password that is assigned the Full Access privilege set, and click OK.
•
•
•
• Users that cannot view certain records can still browse these records, but the user will see <No Access> instead of the field data within each record.To allow or prohibit record viewing, editing, and deleting privileges to certain records within a table, you need to specify a Boolean calculation that determines whether the privilege is permitted. For each record in the database, access is allowed when the calculation evaluates to True or to a non-zero result, and access is prohibited when the calculation evaluates to False or zero. Here are two examples:
• To limit access to only those records created by the current account: Define a text field named Record_Created_By, and set the auto-enter option for the field to automatically enter the account name when the record is created. (See Defining automatic data entry.) Then use the following calculation when defining custom record access privileges:
• To limit access to only those records created on the current date: Define a date field named Record_creation_date, and set the auto-enter option for the field to automatically enter the creation date when the record is created. (See Defining automatic data entry.) Then use the following calculation when defining custom record access privileges:Also, if the file is shared and the Boolean calculation that determines record access privileges contains one or more global fields, you may be able to improve network performance by moving some global fields into a separate table. See the Notes section in Defining global fields (fields with global storage).