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. 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 all types of account changes to a file. If you open the file with insufficient privileges, the File menu > Manage > Security command is disabled.

To make changes to an account with the Full Access privilege set (for example, deleting the account or assigning Full Access privileges to it), you need to use a local account that’s assigned Full Access privileges.

You can create and modify accounts in a shared file while clients are using it. 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. See About the Admin and Guest accounts.