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Editing value list privileges

Privilege sets can limit access to value lists in a file. For a file, you can set:

•	Privileges for all value lists: you can permit viewing, editing, and deleting of value lists, or viewing only.

•	Custom privileges for individual value lists: for each value list, you can set whether it is modifiable, view only, or accessible.

To edit value list privileges:

1.	Start editing a new or existing privilege set.

Display the Edit Privilege Set dialog box. For more information, see Creating new privilege sets or Editing existing privilege sets.

2.	To set privileges for all value lists in the file, for Value Lists, choose All modifiable, All view only, or All no access. These options allow or prohibit the following:

•	All modifiable allows viewing and modifying value lists, duplicating and deleting value lists, and creating new value lists.

•	All view only allows viewing of existing value lists only. Prohibits opening the Manage Value Lists dialog box in order to create or edit value lists.

•	All no access prohibits seeing the items in all value lists. Prohibits accessing value list names in the Sort dialog box and other dialog boxes that display value list names. Prohibits opening the Manage Value Lists dialog box in order to create or edit value lists.

3.

To set individual privileges for each value list in the file, for Value Lists, choose Custom privileges. In the Custom Value List Privileges dialog box, select each value list (or select Any New Value List to set privileges for any new value list created later) and set the privileges you want for it. When you’re through setting privileges for individual value lists, click OK.

 

To	In the Custom Value List Privileges dialog box
Allow viewing the value list, editing the value list, and deleting the value list	For Privilege, choose Modifiable.
Allow viewing of the value list only. Prohibits editing the value list in the Manage Value Lists dialog box.	For Privilege, choose View only.
Prohibit seeing the items in a value list. (The user will see <No Access> for the list instead of the value list items.) Prohibits editing the value list in the Manage Value Lists dialog box.	For Privilege, choose No access.
Allow creating new value lists and duplicating any viewable value list	Select Allow creation of new value lists.

Tip  You can also set individual privileges for multiple value lists at once by first selecting multiple value lists in the Custom Value List Privileges dialog box. For more information, see the Notes section below.

4.	In the Edit Privilege Set dialog box, define any other privileges for the privilege set.

For details on the different privileges you can define, refer to one or more of the following topics:

•	Editing record access privileges

•	Editing layouts privileges

•	Editing scripts privileges

•	Editing extended privileges for a privilege set

•	Editing other privileges

5.	When you’ve finished editing this privilege set, click OK.

You see the Manage Security dialog box.

6.	Do one of the following:

•	If you’ve finished working with accounts and privileges, click OK. In the dialog box that appears, enter an account name and password that is assigned the Full Access privilege set, and click OK.

•	To assign the privilege set to one or more accounts, see Creating accounts or Editing existing accounts.

Notes

•

To make a value list modifiable for users with the appropriate privileges, you must format the field object with the options that permit adding new value list items or editing existing value list items (or both). For more information, see Setting up a field to display a pop-up menu, checkbox set, or other control.

•	You can select multiple value lists in the Custom Value List Privileges dialog box in order to set privileges for multiple value lists at once:

•	To select multiple value lists, Ctrl+click (Windows) or Command-click (Mac OS) each value list name.

•	To select a range of adjacent value lists, click the first value list, and then Shift-click the last value list in the range.

•	To select all value lists, click Select All.

•	To change the order of the value lists displayed in the Custom Value List Privileges dialog box, click one of the column headings to order the list by that column. To switch between ascending and descending order, click the column heading again.

•	For value lists with ODBC data, the No access privilege and Limited custom privilege are not supported. To prohibit a user from seeing ODBC data in a value list, you must enforce row-level security in the external SQL database.