Access Rights

The Access Rights form contains many settings that control security and properties for menus, forms, fields and buttons in Collect!. This provides great flexibility and control over all aspects of your use of Collect!

Using the Access Rights form, you can change form and field labels, set a field color, attach a pick list or a control file. Read/write privileges for various user levels can be set, including who is allowed to access particular menus, form and fields in your system. You can also switch on logging changes to notes or verify that correct data is entered in a field.

Access Rights

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

Name

This is the form, field or menu name.

For Forms, the name is shown on the top line of the form. Field names are displayed to the left of the field, and Menu names are as you see in the pull down Menus.

In the Access Rights form, the Name field is grayed out and cannot be changed. Collect! needs to read this information for its internal work. However, Collect! allows you to change the name that is displayed for the item.

To modify or change the name that appears after Collect! is run, use the ALIAS field.

Alias

This is a name you can use to override the default form or field name. If you enter a name into this field, the name you enter will replace the default name ordinarily displayed by Collect! for that item. The change will take effect the next time you sign into Collect! This Alias can be overridden on a User Level because there is also an Alias field in the Form Rights form.

WARNING: If you decide to use aliases, DO NOT rebuild the form rights or printable information lists when signed in as a User with aliases.

Hide Label

Switch this ON to hide the label for this field when a form opens.

Pick List File

Click one of the buttons on this field to select a Pick List or edit one that is already attached to this field.

Pick lists can be attached to just about any field in the system. A Pick List gives the user a list choices to choose from for the field.

Control File

Click one of the buttons on this field to select a Control File or edit one that is already attached to this field.

Control Files can be attached to just about any form or field in the system. A Control File can cause actions to occur depending on the value entered in the field. For instance, if the user enters "New York", the field could change color and a Contact Plan could run.

X

This specifies the x coordinate on the screen where the field is located. This allows you to move a field on a form.

Y

This specifies the y coordinate on the screen where the field is located. This allows you to move a field on a form.

Width

This is the number of character units the field displays on the screen. This allows you to change the displayed width of a field on a form.

Height

This is the height of the field displayed on the screen. This is only valid for lists. It allows you to change the number of rows that show when the list is displayed on the screen.

List Width

This controls the display of the field in lists. Setting this value to zero stops the field from displaying in lists. Giving it a value causes the field to show up in lists.

You can use this setting to cause a field of your choice to show up in a list in Collect!. For instance, the Debtor list could also display the Country field.

Color

This controls the default background color of a field when it is displayed. By default, this field is set to 0 which results in a white background. To change the background color for a field, enter a valid six character RGB color code in hexadecimal form, as in standard HTML color usage.

Format

This option allows you to reformat the text of a field using a selection of predefined formats. Only one option can be selected.

This field is only visible for Alphanumeric String fields.

Counter

Switch ON the Counter switch to make the field a counter.

Counter fields automatically increment by 1 when a new record of the given type is created.

Counters, if they are used, have a folder under the database folder. In the counter folder, each counter has a file named {form}{field}.cnt. The file contains the next available count for the field.

When a new record is created, the system checks the counter files for any counter fields in the record, reads the file, updates the counter and rewrites the file with the next available value.

Verify On Exit

Switch this ON with a check mark to prompt the user to verify the data in this field before exiting the form. There are a few steps necessary to perform this procedure. Please refer to the Help topic How to Prompt To Verify Field On Exiting A Form for details. This will explain how to proceed with verification on the field of your choice.

The verification prompt will only appear if the data in the field has changed.

Log Verification

Switch this ON with a check mark to write to the debtor's Notes whenever the user verifies the data in this field. There are a few steps necessary to perform this procedure. Please refer to the Help topic How to Prompt To Verify Field On Exiting A Form for details. This will explain how to proceed with verification on the field of your choice.

Log To Notes

Switch this ON with a check mark to write to the debtor's Notes whenever a change is made to this field.

If you are importing data into a field with this option enabled, it will log the change to the notes.

Required

Switch this ON with a check mark to enforce this field to be required when filling in this form. There are a few steps necessary to perform this procedure. Please refer to the Help topic How to Prompt to Verify a Field on Exiting a Form for details. This will explain how to proceed with verification on the field of your choice.

User Levels

The Form Rights list displays those Users who have rights to access a given form, field, or menu, and the extent of their rights.

Press F5 or select the Form Rights list to activate it. Notice that its title bar changes color and buttons appear at the bottom of the form. You may create a new line or edit an existing line item. Press F1 for help on the Form Rights form and fields.

RIGHTS

This field displays the Access Level rights allowed to this field or form.

LEVEL

This column displays an Operator Level that is allowed to access the item.

ALIAS

If you have changed the field label for this item for a particular User group, the Alias is displayed in this column.

PICK LIST FILE

If there is a Pick List file attached to this field for a particular User group, it will be displayed in this column.

Help

Press this button for help on the Access Rights form and links to related topics.

Cancel

Select this button to ignore any changes you have made and return you to the previous form.

OK

Select this button to save any changes you have made and return you to the previous form.

<<

Select this button to go to the previous record in the database.

>>

Select this button to go to the next record in the database.

Rebuild

This choice is only available on the Access Rights List. Select it to refresh the list.

The list of access rights contains every field, menu item, form and button in Collect!. Whenever you make changes to access rights on a form or field level, it is necessary to rebuild this list so that your changes will take effect.

Also, there are other times when it is necessary to rebuild this list:

To correct settings for operator levels.

This occurs when you upgrade your database. If you find that you cannot sign into Collect! using your former ID and Password after an upgrade, you will have to rebuild the list of access rights.

To correct access rights to forms or fields.

If you find that your operators cannot access a form or a field that they accessed formerly, rebuilding the list of access rights often sets things right again.

To correct some printing issues.

Sometimes a report or letter does not print correctly due to an access rights issue. In that case it is especially important to rebuild your Printable Information list as well as your Access Rights list. This is described below.

Each form, field and menu item is listed in the Access Rights table. For each item in the Access Rights list, you can assign Users who are allowed to access the form, menu or field, and you can determine if they can only read or read and write to the item. Please refer to help on Access Rights and How To Use Access Rights for information about assigning rights to users.

Collect! rebuilds this table automatically whenever it detects changes. It only needs to be rebuilt manually if you experience difficulties with User Access Rights as described above or if you make changes to rights for certain forms or fields.

If you choose to rebuild the table, you may have to reassign rights to some User levels, although the program takes great pains to leave your rights designations intact.

WARNING: If you are using aliases, you must sign in as User Level 99 to rebuild this list or it will not be built correctly.

Rebuild Access Rights

1. Sign into Collect! as User Level 99.

2. Select System from the top menu bar and then select Rights, Access Rights.

3. Click the Rebuild button at the bottom of the screen.

4. Your Access Rights will be updated.

5. Sign out of Collect! completely and return to the Desktop. Then sign into Collect! at various User Levels to ensure that your access rights are working properly.

You must sign out of Collect! completely, returning to the Desktop, whenever you change to a different User Level, or some of the rights from the previous level that you were signed in as may still be in effect.

After rebuilding the Access Rights list, rebuild your Printable Information list as well and your Import Definitions. These three lists relate to fields and forms in Collect! and they are related to each other. It is always a good idea to rebuild them all at once.

Rebuild Import Field Definitions

1. Sign into Collect! as User Level 99.

2. Select File from the top menu bar and then select Import/Export.

3. Choose Update Definitions. (Choose 'Yes' if prompted)

4. Your Import Field Definitions will be updated.

Rebuild Printable Information

1. Sign into Collect! as User Level 99.

2. Select Print from the top menu bar and then select Settings, Report and Printer Setup.

3. Choose Printable Information. The Printable Field list will display.

4. Click the Rebuild button at the bottom of the screen.

5. When Collect! rebuilds this list it will shut down to take effect.

6. Sign in again and your Printable Information is now updated.