FileMaker Pro provides two different interfaces for managing security: Basic Setup and Detailed Setup.
The left pane of the Basic Setup window displays a list of accounts. Each new solution starts with two default accounts, the [Guest] account, which has minimal access, and the Admin account, which has full access. Every other account will be created by you, and you will decide what level of security to provide.
The right pane of the window displays the details for the currently selected account. Here are the options:
- Authenticate via lets you decide whether to create accounts stored within the FileMaker Pro solution itself, or to use accounts managed externally (by Active Directory or Open Directory). You must have FileMaker Server in order to use externally authenticated accounts.
- Each Account Name must be unique. Local accounts each have their own password which is encrypted within the FileMaker Pro solution and cannot be retrieved, only reset by an administrator. Once you establish a password for your Admin account (or any other full access account), be careful not to lose it!
- Privilege sets establish what each account can do. We'll discuss them more in a moment.
Detailed Setup is structured less functionally and more conceptually:
Here are brief descriptions of its tabs:
- Accounts - This tab provides similar functionality to the Basic Setup window. It shows a list of accounts. When you click on an account in the list, a popup window displays its details.
- Privilege Sets - This tab shows a list of privilege sets. When you click on a privilege set, a popup window displays its details. One useful feature available here is the ability to duplicate privilege sets.
- Extended Privileges - This tab allows you to invent your own access privileges which you can use in scripts and validation calculations to determine user access to features of your solution.
- File Access - This tab manages access from one FileMaker Pro file to another. Multi-file security is an important concept to master, but it's not relevant to your first solution, at least not right now.
You'll be using both the Basic Setup and Detailed Setup throughout Goal 7.
Set your master password so that your organization's data is secure.
- Choose the File menu > Manage > Security… ⇧⌘D
A Security Alert dialog appears, warning you that: "Your Admin (Full Access) account does not yet have a password."
- Click the Set Password button.
A Set Password dialog box appears.
- Enter a password into the New Password box.
Please follow the security standards of your organization, but we recommend that at minimum, it contain 8 characters, with at least one capital letter, one lowercase letter, one numeral, and one piece of punctuation. You'll see that the quality of the password is indicated after you enter it.
IMPORTANT: Do not lose this password! You cannot re-open your solution without it, so be sure to create a password that you can remember or use a company-approved password tracking system.
- Change the password to meet your company’s standards for password strength.
Here’s a typical standard: passwords should be at least 8 characters long and include uppercase letters, lowercase letters, numbers, and at least one piece of punctuation.
If you forget your password, you will lose access to the file. So be sure to create a password that you can remember or use a company-approved password tracking system.
- Enter the same password in the Confirm New Password box.
- Click the Set Password button to dismiss the dialog.
The Basic Security window is displayed.
- Select the Admin account.
- Change the Account Name from “Admin” to a unique username for you.
- Click the OK button.
A Confirm Full Access Login dialog box appears. This makes sure that you know the credentials you just entered. If you don't, take advantage of the opportunity to change them.
- Enter your new account name in the Full Access Account box.
- Enter your new password in the Password box.
- Click the OK button to dismiss the dialog box.
The Manage Security... window is closed. Your new credentials will be required the next time you open the solution.