Securing the Fields in ACT! 2007 Premium for Workgroups - dummies

Securing the Fields in ACT! 2007 Premium for Workgroups

ACT! 2007 Premium for Workgroups comes with a great feature — field level security. That means an Administrator or Manager can determine which fields users will be able to see — and which ones they won’t. Here are the three levels of access:

  • Full Access: Users can see and modify the data in a field.
  • Read-Only: Users can see the data in a field, but they can’t change it.
  • No Access: Users can neither see nor modify the data in a field.

There are two good reasons why you want to limit access to the various fields in your database. First, a user might accidentally change a key piece of information, such as an account number. And second, you might want to limit the information that a user can have access to, such as a credit card number.

You might wonder which comes first — the chicken or the egg. Fortunately, determining whether the field or the access right comes first is a bit easier. You need to create a field first and then secure the access to it.

After you set up the field, you’re ready to assign access rights to a field:

1. From any ACT! screen, choose Tools –> Define Fields.

The Define Fields dialog box opens.

2. Select the field to which you want to limit access and then click Field Security.

The Field Security window appears.

3. Set the Default Permission for the field.

The easiest way to set field level security permissions is to first determine how the majority of your users will be accessing the field. Say, for example, that the Default Permission is set to Read Only. This means that if no other changes are made, all users of the database can see the information in the field but not change it.

4. Select the users for whom you’d like to change the Field Level Access and then click Edit.

If you prefer, you can click the Teams tab and edit the access level of an entire team.

5. Change the Access level and then click Apply.

The users you select in Step 4 should already be selected. After you change their Access level, you can select additional users and assign them a different access level.

6. Click OK after you finish assigning the field level access rights to all users.