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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 the parent categories. For example, a user can have all access to the Facilities program area but have no access or view-only access to Facility 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.


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


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.



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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