Access Rights Basics

The Access Rights form controls the look of any form, field or menu in Collect!. You can modify form, field and menu item labels, change field colors, change access rights for users, prompt to verify data when exiting a form, attach a pick list or control file, and change list views - all within the Access Rights form.

When you want to customize a User Level or set a particular feature for a particular form or field, the Access Rights form is a very direct and useful way to do this.

There are two types of access rights - Form Properties which apply to the whole form and Field Properties which apply to a particular field on a form. Both of these can be set using the Access Rights form.

Access Rights form

Accessing Access Rights

The Access Rights form may be accessed in many ways. Providing you have access to the various menus and forms, you can use one of the following ways to get to the Access Rights form.

When you use one of these methods to display the Access Rights form, it is very important to examine the field labeled Name to ensure that you are looking at the Access Rights form for the correct menu, form or field item.

1. Select System from the top menu bar and then select Access Rights from the drop-down choices. The list of Access Rights for all forms and fields will appear. Select an item in the list to view the Access Rights form for that form, field or button.

2. Select System from the top menu bar and then select Form Properties from the drop-down choices. The Access Rights form will display for whichever form is currently open.

3. Select System from the top menu bar and then select Field Properties from the drop-down choices. The Access Rights form will display for whichever field or button is active, has focus, or is highlighted at the moment.

4. From the Main Menu, select System Administration to display the System Administration menu. Select Setup And Configuration to display the System Setup menu. Then select Security and Aliases to display the Security and Aliases menu. Select Access Rights and Aliases to display the Access Rights list. Select an item in the list to view the Access Rights form for that form, field or button.

5. When you are on a form or field, right-click your mouse and select Properties. This will display the Access Rights for whichever form, field or button is active at the moment.

6. When you are on a form or field, press Alt + F1. This will display the Access Rights for whichever field or button is active at the moment.

Once you have opened the Access Rights form, you can use it to modify field labels, change user access to a form or field, or prompt users to verify field data on exiting a form. Pick lists, control files and changing list views are also dealt with through the Access Rights form. These and other related topics are addressed in How To Set Field Or Form Properties.

The topic of Access Rights is really deep and impacts on your whole system. User levels have been carefully designed to give you access rights settings that you can use for a variety of users depending on their function in your organization. Please refer to help on User Level for details and please make sure you choose your User Levels carefully when setting up your Operators.

User Level 99 is not affected by access rights, or form and field properties. If you make changes, sign in as a level other than 99 to see the effects of your settings.

No Access Rights

When a user tries to perform function that they do not have access rights to, Collect! will display a message indicating the Access Rights number that you can change to grant access to the particular function.

Access Rights Prompt

The Name and Number displayed in this message helps you locate the particular form in the Access Rights list.

Access Rights Item in List

Access Rights Form Name

See Also

- Access Rights
- Access Rights Topics