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Assign Program Access

You can control access to each area of the program.

Note: 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.

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 Families program area but have no access or view-only access to Family windows and reports.

  1. On the Administration tab, click Users & Passwords > Access and Privileges.
  2. Locate the user you want to assign program access to.
  3. For each program area listed, select an access option.
    • No Access—Users cannot access any windows, processes, or reports for the indicated program area.
      CAUTION: If you select No Access for the Delete permission of any category, the user can still delete information on a record using the line delete 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.
    • 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.
  4. At the top, click Save.

Make sure you also assign individual fund access to this user, if needed.