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Editing other privileges

For a file, privilege sets can allow or prohibit:

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Printing

•	Exporting records, copying records to the Clipboard, and using Apple events to query data

•	Setting extended privileges

•	Entering data that does not match a field’s validation options

•	Disconnecting the client of a shared file from FileMaker Server software when the client is idle

•	Password changes, as well as require password changes at regular intervals, and a minimum character length for new passwords

You can also disable most menu commands in order to permit only basic editing, or disable nearly all of the FileMaker Pro menu commands.

To edit other privileges:

1.	Start editing a new or existing privilege set.

For more information, see Creating new privilege sets or Editing existing privilege sets.

2.	In the Edit Privilege Set dialog box, to set other privileges for the file, set one or more of the following options in the Other Privileges area.

 

To	Do this
• Allow printing.  • Allow saving records as a PDF file.  • Allow printing using the Print from Finder Apple event.	Choose Allow printing.
• Allow exporting records.  • Allow saving records as an Excel file.  • Allow copying all records in the found set to the Clipboard.  • Allow importing records from a FileMaker file.  • Allow saving a copy of records.  • Mac OS: Allow querying of data using the following Apple events: GetCellValue, Field Contents, Record Value, Table Contents, and Layout Contents.	Choose Allow exporting. Note: In Windows, clearing this option has no effect on ActiveX Automation. On Mac OS, clearing this option only prohibits Apple events that access data; other Apple events will still work.
• Allow users of this privilege set to enable and disable extended privileges when setting up FileMaker Network Sharing, Web Publishing, and ODBC/JDBC sharing.  • Allow users of this privilege set to edit extended privileges only in the Manage Security dialog box.	Choose Manage extended privileges.
Allow entering data that doesn’t match the validation options set for a field.	Choose Allow user to override data validation warnings. Note  This setting is ignored when a field is defined to prohibit field validation overrides (by clearing the Allow user to override validation option). For more information, see Defining field validation.
Disconnect the user of a shared file from FileMaker Server software when the user is idle. (This typically improves FileMaker Server performance.)	Choose Disconnect user from FileMaker Server when idle. Note  If you’re hosting shared files with FileMaker Server, see About disconnecting users from FileMaker Server when idle for more information.
Allow users of this privilege set to change their password.	Choose Allow user to modify their own password.
Require users of this privilege set to change their password after a certain number of days. (When the number of days has elapsed, the next time each user opens the file, a Change Password dialog box will appear. The user must change the password in order to open the file.)	Choose Must be changed every <n> days, and enter the number of days. Note  If you choose this option without also choosing Allow user to modify their own password, then an account with Full Access privileges must change the password instead of the account assigned this privilege set. (In most cases, you should either choose or clear both options together.)
Specify a minimum character length for new passwords.	Choose Minimum password length, and enter the number of characters.
Specify that only a limited set of menu commands are available when the file is active.	For Available menu commands, choose one of the following:  • All to enable all menu commands except those specifically disabled by other privilege set options.  • Editing only to enable only basic editing commands in Browse mode.  • Minimum to disable all menu commands except those that open, close, and create database files, switch between database windows, perform scripts, open FileMaker Pro Help, or change preference options.

3.	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 value list privileges

•	Editing scripts privileges

•	Editing extended privileges for a privilege set

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

You see the Manage Security dialog box again.

5.	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

•	In most cases, a privilege set should not allow password changes if it is assigned to one or more accounts that are shared by multiple users. Instead, an administrator with Full Access privileges should change the password periodically and then provide it to all the users that need it.

•	The password change and password character length privileges described above apply only to FileMaker-authenticated accounts, not External Server-authenticated accounts. For more information, see About accounts, privilege sets, and extended privileges.

•	Even if you set Available menu commands to Editing only, record access privileges and layouts privileges can still prohibit the editing of certain fields, records, and data on certain layouts. For more information, see Editing record access privileges and Editing layouts privileges.

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Setting Available menu commands to Editing only or Minimum disables the Window menu > New Window command, which prohibits users from opening new windows. Limiting the available menu commands may be useful if you want to control the ability of users to open additional windows. (You can create scripts that allow users to open certain windows. For more information, see Creating and editing scripts.)

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Shared accounts are a security risk. For better security, use individual accounts instead of shared accounts. If you intend to use shared accounts anyway, make sure you limit the access capabilities of the privilege sets that shared accounts use. Change the password occasionally, particularly when certain users no longer require access.