You can create custom privilege set per instructions here: http://www.filemaker.com/help/12/fmp/html/passwords.14.17.html#1028431
To limit access to only records created by the current user, see: http://www.filemaker.com/help/12/fmp/html/passwords.14.20.html#1028797
About workflow: yes, set up passwords and privileges in FMPA.
On the last point: do other users also have have FMP or FMPA? If they do, then yes, they can open the hosted database remotely with FMP, and it will work the same.
Thanks for your reply Anne, and the helpful links.
However, one point I'm still not clear about is whether I can limit a user to delete only those records she/he created him/herself. From the help page it sounds like by using a Boolean calculations (which I'm not at all experienced in, but I'll try...), one can limit a user to only browse records she/he created. That's a different scenario though from allowing a user to browse all records (including those created by others), but only delete his/her own, if that makes sense.
Thanks for any further information on this.
By the way, I have trouble posting lately, on most attempts I get kicked out and get some kind of error. Is it just me encountering this issue?
The same method can limit their ability to delete a record. One of the options under "custom privileges" is a delete Records option.
Like PhilModJunk said, when editing privilege set, select "Custom privileges" for Records to bring up the "Custom Record Privileges" window. In there, you can set privileges for View, Edit, Create, Delete, and Field Access for all the tables in the database.
Sounds like you'll need to set the View privilege to "yes", and Edit & Delete privilege to "limited". Selecting "limited" will bring up a "Specify Calculation" window, and you can enter the boolean calculation there.
I also had the same problem replying; the forum seems be to logging me out.
Due to a noxious forum bug, please protect yourself with a "Select-All, copy to your clipboard" action just before submitting a private message or comment to this forum. The bug can lose your comment and log you out of the forum--forcing you to sign back in and re-enter the comment or message. By copying to the clipboard before posting, you can re-enter your message by pasting from the clipboard instead of having to retype it all over again.
For what it's worth, I keep having to log in over and over again. I keep the forum open all day, and check the threads from time to time, during "idle" periods. I frequently have to sign back in again, although it remembers me.
I don't remember this happening before the last month or so.
Yes, getting repeatedly logged out is a typical example of this issue and it's driving everyone nuts.
It's happened since FileMaker first switched to software by RightNow instead of Lithium quite some time ago, but recently went from something that might happen at most once a day to multiple times a day. The pattern is random and can happen every few minutes or only once or twice in a day for the same user on different dates.
FileMaker Inc. is aware of the issue and RightNow has acknowledged that this is a bug "to be fixed in a future release".
now to ctrl A, ctrl C and post....
The calculation for a Privilege Set (like "Editors") who can only Edit or Delete their own records needs a field (text). That field can auto-enter their login name upon creation of a record, using the option: Account NameLet's say the field in named "CreatedBy". In the Privilege Set -> Records ->Edit, you can then use a calculation:Get ( AccountName ) = CreatedByIf you ever change their "login name" however, you'd need to do a Replace on all their records, so that the field still matched the new one.You could alternatively use the "name (system)" of the person, and the creation option: NameThe Edit calculation would be: Get (UserName) = CreatedByHowever in that case I believe you'd be relying on what the people said their name was for their computer.
Thank you all for the links and instructions. I followed them to the T (at least as far as I know) - they were very straightforward - but it's not working: "Franziska Blome" can still delete records created by "admin" and vice versa.
I'm testing the delete-limitations out on my own computer (before implementing them on my client's copy of the database), by closing the file and signing in as different user. The fact that I'm doing this on the same computer shouldn't have anything to do with this not working, right?
Please see the attached screen shot of my settings, in case you see something I missed.
Hi Franziska, I don't see the screen shot...could you upload it again?
Actually, I'm still trying and testing and the problem got worse: Now my users with limited privileges to delete (set so they can only delete their own records) can't access the database at all anymore. What happened? Sorry if I'm not recognizing a really dumb beginner's mistake (I am suspecting something like that).
and the other screen shot...
Just to clarify: in the "Contacts" table, there is a field called "Record_created_by" that stores the creation account name, right?
If it's added after the record has already been created, it may be blank.
ETA: just re-read my last sentence and realized it doesn't make any sense. What I meant was: any records created in the contacts table before the "Record_created_by" field was setup will NOT have any content in the "Record_created_by" field.
So go to the contacts table, look at the value of the "Record_created_by" field and see if any of it is blank.
What do your users see when they can't access? Is there an error message?
Is the "Access vis FileMaker Network (fmapp)" option checked in the "Edit Privilege Set" for the "Delete only own records" privilege set? I'm assuming your users are accessing with fmapp...
And I think you need to give your users access to layouts, value lists, and scripts. Set it to "All view only" .