Edit Contact Data Base User Rights

Specify which default access rights you want to apply to all new users, or customize rights based on user type. Choose which users have complete access, read-only access, or no access at all to the Contact Data Base.

Set Default Rights for New Users

Select the access rights you want to apply to all new users going forward. Setting these default rights saves you time when you know there are certain rights you want to apply to all new users. Remember you still have the flexibility to further customize the rights based on the user type (explained later in this topic in the section Customize Rights for Existing Users Based on User Type).

To set default rights for new users, do the following:

  1. On the Demographics screen, click a student, and click Contacts in the student snapshot at the top of the screen.

    Snapshot

  2. Click Setup, and then click Security.
  3. Click Set Default Rights.
  4. Do any of the following:

    • Select the Create New Contact Fields check box to allow new users to create contact fields.
    • Select the Add Records check box to allow new users to add records.
    • Select the Delete Records check box to allow new users to remove records.

    The following figure illustrates steps 4 and 5.

    Default Rights

  5. Click an access right next to a Field Name, and do one of the following:
    • Click a cell in the All column to give all new users all rights.
    • Click a cell in the Read column to give all new users read-only rights.
    • Click a cell in the No column to restrict all new users.
  6. Click Done.

    To apply the rights to all current users, click Apply to All Current Users. Caution: Keep in mind that this option overrides any rights you may have customized for certain user types. For example, if you previously set specific rights for the office and/or principal user types, the rights will be overridden by the default rights you customized in steps 4 and 5.

Customize Rights for Existing Users Based on User Type

Specify access rights based on the type of user.

  1. On the Demographics screen, click a student, and click Contacts in the student snapshot at the top of the screen.

    Snapshot

  2. Click Setup, and then click Security.
  3. Double-click an access right next to a User Name, and do one of the following:

    • Click Y from the drop-down list to give the user all rights.
    • Click N from the drop-down list to restrict the user.
    • Select the check box in the Co-Owner column to give a user all rights to the Contact Data Base.

    Edit User Rights Drop-Down List

  4. Double-click an access right next to a Field Name, and do one of the following from the drop-down list:
    • Click Y to give the user all rights.
    • Click R to give the use read-only rights.
    • Click N to restrict the user.
  5. Click Save [F10], and click Done [F10].


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