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Useful Information

After program security is in place, a user name is required to enter the program, and only a security administrator with all access to Users & Passwords can make changes to this section. This is the easiest and most reliable way to safeguard your data.

You can control access to each area of the program. As you select access privileges for each program category and its subcategories, note that a subcategory can have a more restrictive access level than its parent category.

However, subcategories cannot have less restrictive access than parent categories. For example, a user can have all access to the Families program area but have no access or view-only access to Family windows and reports.

To set access and privileges, on the Administration tab, click Users & Passwords.

 To assign access levels to program areas
  1. Locate the user you want to assign access to.
  2. In the navigation pane, click Access and Privileges.
  3. For each program area listed, select an access option. See the Additional Field Information below for more on these options.

    Note

    If you select No Access for the Delete permission of any category, the user can still delete information on a record using the delete icon  if he or she has all access to the category. For example, if Sally has all access to the Families category but no access to Delete Families, she can delete a family's phone number but cannot delete the family's record.

 

Individual Fund Access

You can also control access to any funds you have set up in the program.

 To assign fund access levels
  1. In the Users & Passwords window, locate the user you want to assign fund access to.
  2. In the navigation pane, click Individual Fund Access.
  3. For each fund listed, select an access option. See the Additional Field Information below for more on these options.

     

Personnel Type Access

You can also control which personnel types users have access to.

 To assign personnel type access levels
  1. In the Users & Passwords window, locate the user you want to assign personnel type access to.
  2. In the navigation pane, click Personnel Type Access.
  3. For each personnel type listed, select an access option. See the Additional Field Information below for more on these options.

 

Individual Survey Access

You can also control access to any surveys you have.

 To assign survey access levels
  1. In the Users & Passwords window, locate the user you want to assign survey access to.
  2. In the navigation pane, click Survey Access.
  3. For each survey listed, select an access option. See the Additional Field Information below for more on these options.

    Note

    You can set access to the Surveys window in the Access and Privileges window, under the program area Parishes & Facilities.

    • If a user has access to the Surveys window but has no access to a certain survey in the Survey Access grid, the user cannot see that survey in the list.
    • If a user has access to the Surveys window and has view-only access to a certain survey, the user can see that survey in the list and view and analyze responses, but cannot edit responses.

 

Additional Field Information

No Access
Users cannot access any windows, processes, and reports for the indicated program area.

View Only Access
Users can view windows and print reports related to the indicated program area. The user can use the navigation tools, but can't add or delete information.

All Access
Users can access all windows, processes, and reports for the indicated program area.

    

Tip

To give a user the same access to every program area, click Mark All No Access, Mark All View Only, or Mark All All Access. Then, if you want to allow or restrict access to a specific program area, you can select or clear those categories and subcategories.



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