Creating and editing privilege sets

Privilege sets specify levels of access to a database, such as which layouts are viewable, which menus are available, and whether printing is permitted. See About accounts, privilege sets, and extended privileges.

You can create as many privilege sets as you need to define the types of access you want to permit to a file. Each file also contains three predefined privilege sets for common types of access levels. See Using the predefined privilege sets. Then, create or edit account access for users or groups so that they use the appropriate privilege sets. See Creating and editing account access.

To fully manage account access for a file, you must open the file as a user whose account access entry is assigned the Full Access privilege set. If you open the file with insufficient privileges, the File menu > Manage > Security command is disabled.

You can create and modify privilege sets in a shared file while clients are using it. The privilege set changes you make take effect immediately but do not disrupt any current clients. For example, if you change privileges for a privilege set while clients are using it, their privileges remain unchanged until the next time they open the file.

The following table shows the actions you can perform on each predefined privilege set and any other privilege set you create.

Action

Full Access privilege set (predefined)

Data Entry Only privilege set (predefined)

Read-Only Access privilege set (predefined)

Any other privilege set you create

Change

No, except to enable or disable extended privileges

Yes

Delete

No

No

No

No*

Duplicate

No

Yes

Yes

Yes

* Before you delete any other privilege set, edit account access entries so they no longer use the privilege set. See Creating and editing account access.

To create or edit a privilege set:

  1. Choose File menu > Manage > Security.
  2. Click Advanced Settings, then the Privilege Sets tab.
  3. To create a new privilege set, click New. To edit an existing privilege set, select the privilege set, then click Edit.
  4. Enter or change the name and (optional) description for the privilege set.

    If you rename a privilege set, the new name is updated in all account access entries that use the privilege set.

  5. Manage the privileges for the privilege set. See:

    Or, to assign the privilege set to one or more account access entries, see Creating and editing account access.