Change Debtor Notes To Read Only
This document explains how to set up your access
rights so that operators are allowed to add notes
to the Debtor but are not allowed to edit existing notes
or delete lines from the Notes.
Reading and writing to fields is controlled by
access rights. The steps below show you how
to change your access rights on the Debtor Notes
field to Read Only. To follow these steps, you
must be signed in using Exclusive mode as an operator
with access to the Access Rights form.
1. Exit out of Collect!.
2. Sign into Collect! in EXCLUSIVE mode as an operator
with User Level 99. Collect! ships with a 99 operator - ID 99
and Password 99, unless you have altered this.
3. Select System from the top menu bar and then
select Rights from the drop-down choices. This will display
a side menu. Select Access Rights. This will display the
list of Access Rights for each form, field, button and menu
item in Collect!.
4. Scroll down to 011000:Notes, or start typing 01100 in
the Name column to scroll automatically. This is the
Debtor Notes. Select it to display the Access Rights
for 011000:Notes.
You will notice a Form Rights sub-window on this form.
Scroll through the list of Levels displayed in the Form Rights
window. These are user levels that have access rights
set for the Debtor Notes field.
5. If the user level you wish to alter is in the list, select it
and set the Rights field to Read Only.
Or:
If the user level you wish to alter is not in the list, select
the NEW button to create a new Form Rights setting.
An empty Forms Right window will be displayed.
Set the Rights field to Read Only. Select the user level
you wish to alter from the Level field pick list.
7. Select the OK button to close the Form Rights
window.
8. If you wish to alter other user levels, select or create
each one, as described above.
9. When you are finished, select OK until you are back
at the Main Menu. Once you are at the Main Menu, you
will need to rebuild your access rights. This is explained
next.
10. Select System from the top menu bar and then
select Rights from the drop-down choices. Select
Access Rights from the side menu. Select the REBUILD
button at the bottom of the Access Rights list. Select YES
when prompted. Collect! will quickly update your access
rights to include the new settings you have just made to
the Debtor Notes.
11. When the Rebuild is complete, select OK to close
the message window. Select OK to close the Access
Rights list.
Now your Debtor Notes are set to Read Only for all
operators with the user levels that you altered.
When your operators sign back into Collect!, the
new changes will take effect.
No Delete / No Access
No Delete and Read Only have very similar behavior
when used as access rights for the notes. Both No Delete
and Read Only allow you to add a line to top of the notes.
With No Delete, you cannot backspace or change
anything you have just entered. NO ACCESS is the only
setting that makes the notes completely Read Only and
not editable at all.
Notes Tab
The Notes Tab (003068:Notes) is a different item in the
Access Rights list and this must remain set at FULL
access. So be sure that you only edit the field that is
Access Rights item 011000:Notes, or you may experience
unexpected results, like the Notes tab disappearing
for view.
Notes Greyed Out
You can make the Debtors' Notes truly Read Only
by setting the access rights for 011000:Notes
to NO ACCESS for the user level you want to restrict.
Then the Notes will be visible in the Text Editor but
the operator cannot make any changes or additions
to them at all. When you do this, be sure to leave the
access rights for the Notes tab, 003068:Notes, set
to FULL access.
Summary
Setting the Debtor Notes to Read Only allows an
operator to add new notes but not to edit or delete
existing note lines. Access rights for Notes are
set in the Access Rights form for the Debtor Notes
field. Each user level that you want to set must
have Form Rights set to Read Only or No Delete
as described in the steps above. If you want the
Notes to be truly Read Only with no additions or
modifications, you can set the access rights to
No Access. Then your Access Rights must be
rebuilt so that the changes will take effect.
See Also
- How To Set Field Or Form Properties
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