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How To Change Access Rights

This document describes a few scenarios to illustrate the use of the Access Rights form to control which operators can change information in a particular field or change settings on a particular form.

To follow this example, you should be able to sign into Collect! as a User Level 99. If you are not familiar with the Access Rights form or User Levels, please press F1 for help when the forms are displayed.

This example also uses the Work In Progress list. Please press F1 for help when this list is displayed if you need more information.

Introduction

In Collect! you, as the Administrator, are given full control over all fields and forms - who sees them, who changes information in them. This is an extensive topic! To make things easier, Collect! ships with a set of User Levels that you can customize if needed.

tip.gif We recommend trying out the User Levels that ship with Collect! before you make modifications. You may find that a pre-designed level works well and no modifications, or only small modifications are needed to fine tune this level for your needs.

We will demonstrate a few common access rights changes. Similar steps may be followed for making other changes to access rights.

  • Changing Access Rights to WIP Options
  • Restricting Users from Changing the Operator field

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Changing Access Rights To WIP Options

This is an example of changing access rights to WIP Options for an operator. This same principle can be applied to other forms as well.

tip.gif The easiest way to grant more access is to up the User Level on the operator form. If this is set to level 60, increase to level 30, for example. Raising the operator's user level in this way, on the Operator form, is the best and easiest choice. User Level 10 has the most rights and 98 has the least.

If you want to manually change the access rights, take the following steps.

1. Sign into at the highest level, that is, as an operator with User Level 99 in EXCLUSIVE mode.

2. Load the WIP List.


3. Select the Reload button and
the Reload Work In Progress List will display.

4. Select the System menu bar and a
drop-down menu will display.

5. Select Form Properties and the Access Rights
dialog will display.

tip.gif Make sure that in the 'Name' field of this dialog, after some numbers, you see the words "Reload Work In Progress List". This means you are on the right form. If you see any other Name you are NOT on the right form. Please try again.

6. Look at the lower half of this dialog to the list of operator levels and select the appropriate operator for which you wish the change and the Form Rights dialog will display.

7. Highlight the field labeled Rights
by using the up/down arrow keys.

8. Press F2 or select the drop-down arrow to the right of the field
and a drop-down list of choices will display.

9. Select FULL.


10. Select OK on all the dialog boxes and stop at the Main Menu.

11. Select System from the top menu bar and then select Rights, Access Rights. Press the REBUILD button to rebuild your Access Rights list.

12. You can now exit out of Collect! and sign in as the Operator whose rights you changed to see if the changes you made are working correctly.

tip.gif You must sign out of Collect! completely, returning to the Desktop, whenever you change to a different User Level, or some of the rights from the previous level that you were signed in as may still be in effect.

You can use the same steps to change access rights for other dialogs in Collect! if this is necessary. Remember to always try the predefined User Levels first. That is the easiest way to grant to access that you want to your different operators.

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Restricting Users From Changing The Operator Field

Here is an example of restricting from changing the ID in the Operator field on the Debtor form. This same principle can be applied to change the access to other fields, if necessary.

1. Sign in as a user with a 99 user level in EXCLUSIVE mode. Go to a debtor. When you have the debtor form open in front of you, highlight the Operator field by using the up/down arrow keys.

2. Press F2 and an Operator list dialog will display.

3. If the operator list displays, simply select OK or ESC to get back to the debtor screen and make sure the Operator field is still selected.

4. Select System from the top menu bar or Alt F1 and a drop-down menu will display.

5. Select Field Properties and the Access Rights dialog will display.

tip.gif Make sure that in the 'Name" field of this dialog, after some numbers you see the word "Operator". This means you are on the right field. Any other name means you are NOT on the right field! In that case, please try again.

6. At the bottom half of this dialog there may or may not be a list of items.

If this is just a big empty greyed out box, then click anywhere inside the grey area. You should be prompted to create a new Form Rights record, choose Yes and the Form Rights dialog will display.

OR

If there are items in the Form Rights dialog, then select the appropriate item and the Form Rights dialog for this selected level will display.

7. Select the Rights field and a pick list will display.

8. Select READ ONLY. Immediately to the right of the Rights field, select theLevel field and a pick list will display.

9. Select the appropriate Operator level. Click OK all the way back to the Main Menu.

10. Select System from the top menu bar and then select Rights, Access Rights. Press the REBUILD button to rebuild your Access Rights list.

11. You can now exit out of Collect! and sign in as the Operator whose rights you changed to see if the changes you made are working correctly.

12. Open a debtor and you should see the Operator field greyed out. No pick list will display. This shows that the procedure has greyed out the Operator field and it can no longer be edited.

You can use the same steps to change access rights for other fields on a dialog in Collect! if this is necessary.

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Summary

This topic introduced you to the procedure for changing access rights to forms and fields in Collect!. Similar steps can be followed to change other form or field rights if needed.

Always ensure that you see the right form or field displayed in the Access Rights form before you proceed.

Try out the predefined User Levels before making changes. They might work just fine with no alterations.

Rebuild your Access Rights after making any changes.

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See Also

- Access Rights
- How To Set Field Or Form Properties
- Copy Operator Configuration

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