User`s Manual - Sage ACT! add-ons
Contents
1. How it works Advanced Field Protection is very simple It allows to define which users have the right to modify each of your ACT protected fields see below to find out more about ACT protected fields Since this add on is designed to enhance ACT Protection features its use is restricted to the Administrators of the database Installation procedure Download the program file from our download page and double click it to start the installation Follow the instructions and once the installation is completed run ACT and open your database An icon should have been added to your Contact toolbar to launch Advanced Field Protection directly from within ACT If the icon installation failed you will have to instruct Advanced Field Protection to create it Here is how to proceed While your database is open click the Windows Start button go under Programs locate the Exponenciel ACT Add Ons group and click Advanced Field Protection Then go to the Options Integrate with ACT menu and add icons or menu items to your ACT screens as needed This way you will be able to quickly launch the program from within ACT When prompted accept that ACT be re started When ACT re starts whatever icons or menu items you asked to be created will be there to launch Advanced Field Protection Advanced Field Protection User s Manual 4 Step 1 Creating protected fields Advanced Field Protection enhances the ACT field protection feature2. ACT allows database administrators to protect fields from any modifications This is accomplished through the Define field window do Edit Define fields to open it Define Fields Fields Advanced Record type Attributes Drop down Triggers New Field Contact Y Field name Default value Delete Field u ser Type Entry rules Character Mone Number of characters Only from drop down Boo Mone EE Maximum l Field cannot be blank Primary field Generate history Block synchronization Unfortunately when a field is protected nobody can modify it You have to unprotect it first Advanced Field Protection resolves this issue So the first step in using Advanced Field Protection is to protect the fields that you want to protect with Advanced Field Protection See the above screen Step 2 Setting user permissions for protected fields Click the icon on the toolbar to launch Advanced Field Protection The following window appears a Advanced Field Protection Options Help Authorized Users Global Sethings Cancel Allison Mikola Chris Hutfroari Melissa Pearce Close Show Field Settings Advanced Field Protection User s Manual This window allows you to define your Global security settings This will be the default settings for your protected fields There are 3 levels of rights o Full gives the user the ability to modify the field at all times o Initi
3. Advanced Field Protection v 1 0 Another efficient and affordable ACT Add On by http www exponenciel com Advanced Field Protection User s Manual Table of contents PUrpose Of he add Oisumr aed tebe eee ees FLOW TE WOKS oaei A A A O Msalahonproced re assesiekisri aE E Step 4 Creatine protected fields nerniseinicninionen s E A Step 2 Setting user permissions for protected fields cccccccceceeeesseeeeccceeeeeeseeeeeeeees Defining a drop down list for your protected fields 000eeeeeneosessseeeesssssseeceeesssssseeeeee Step 3 Creating a keyboard shortcut to enter Edit Mode esssssseeeeeessssssseeceeesssssseeeeee Setting up an entry trigger as Well ssscccccssscsssssssscccccsecessssseccccsseccesssessscceseceessesssss Using Advanced Field Protection on a network ccccsssessseeececceneeesseeeccceceeeeeeeseeeceeeees Warning regarding synchronization ssiri seaissidcavacidecdscoiaiolecdiveetelisiebsseus averiatacccseuiens Adding an icon or a menu item to ACT to launch Advanced Field Protection 8 Ammiated t torials Online heP sninn E E Gave EEE aes Registering Advanced Field Protection scsssssssscccccccsssssssccccsscccesesesscccseeenssssssceceees SUPPO er E E E E E E O O Advanced Field Protection User s Manual 3 Purpose of the add on Advanced Field Protection allows to restrict data entry in your ACT fields to the users of your choice
4. SHIFT F2 key shortcut to Advanced Field Protection Edit Mode Open ACT and make sure you are in the Contacts window Do Tools Customize contacts window Click on the Custom Commands tab Click New Type Advanced Field Protection in the Command Name Description Tooltip Text and Menu Text fields Click the Browse button go to the folder in which Advanced Protection Field is installed and select AdvFieldProtectionEditMode exe not AdvFieldProtection exe Then click Open You should be back to the Customize ACT Contacts Window Click Apply if you mistakenly click OK repeat steps 1 and 2 Click the Keyboard tab select Custom Command at the very bottom of the Categories drop down list 9 Select Advanced Field Protection and click the Assign Shortcut button 10 Hold the SHIFT key while pressing F2 SHIFT F2 should appear in the Press new shortcut key field Click OK 11 Click OK to close the Customize ACT Contacts Window You re done P yee YS oS NOTE We have included an image file named SHIFT F6 bmp in the Advanced Field Protection folder to add to your layouts as a reminder for the user Open the file with your favorite image program copy it to the clipboard and paste it in your layout next to your protected fields Here is an example of layout User 1 3223 Once in the field press SHIFT F2 or the shortcut you have chosen and the field will switch to Edit Mode User 1 3223 k Setting up an entry t
5. alize allows the user to enter a value if the field is blank but not modify an existing value o None does not allow the user to make any modification If you click the Show Field Settings button the window will expand 8 Advanced Field Protection m Options Help Authorzed Users Global Settings Cancel Allison Mikola Hone Chris Huffmar Full Melissa Pearce Hone Hide Field These settings apply to all protected fields by default settings Protected Fields Settings Select a Protected Field User 1 ad Authorized Users for this Protected Field f Use Global Settings Use Settings below Allison Mikola None Chris Hutfrian Full Melissa Pearce None Drop down list leave blank if drop down not needed Only from Drop down Allow editing In the bottom frame you have the option to select any of the fields that are currently protected in your database and define specific settings By default the Global Settings are applied but you have the flexibility to modify these settings at the field level Advanced Field Protection User s Manual Defining a drop down list for your protected fields When you protect a field with a drop down list the dropdown list is not accessible anymore since ACT completely restricts data entry Advanced Field Protection allows to define a drop down list for protected fields To define your list expand the main window by clicking the Show Field Settings button and selec
6. cted fields are and remain fully protected against changes made by synchronization Advanced Field Protection does NOT intervene in the synchronization process So changes made to one database through Advanced Field Protection will NOT be reflected in another database after synchronization if the fields of this second database are protected Adding an icon or a menu item to ACT to launch Advanced Field Protection As with any of our add ons go to the Options Integrate with ACT menu to display this window and add icons or menu items as needed Menu items are added to the Tools menu Advanced Field Protection User s Manual Animated tutorials Online help The Help menu gives you access to our Online Help where you will find a number of animated tutorials showing how to set up buttons etc Registering Advanced Field Protection You may buy licenses from Exponenciel Registration is based on ACT user names so you will have to supply your ACT username when registering Once given a registration code go to the Help About menu and type the registration code in the box below your username Support For support please contact support exponenciel com Rev October 22 2003 V 1 04
7. ection on a network you need to install the program on each workstation Don t be concerned about users being able to change the security settings only database administrators may run the program The first step is to define the settings as described above on one machine By default the Security settings are stored in a file named users dat located in the Settings sub folder of the folder where the program is installed by default C Program Files Exponenciel Advanced Field Protection Settings The drop down lists are stored in dat files located in the same folder The second step is to share these settings with all workstations so that you don t have to recreate them over and over make sure the Settings folder is accessible at all time by all workstations or move it to a location where it will be Then for each workstation run the program once to indicate where the program should look for the settings files This is simply done by choosing Settings Locations under the Options menu use the 2 Browse buttons The Browse button under Authorized Users will allow you to locate the users dat file Note about the trigger Make sure that you install the program on each workstation using the exact same path If you don t then the path to the trigger file which will be launched when you enter a protected field will not be consistent and ACT will generate an error message when it is wrong Warning regarding synchronization Please note that prote
8. rigger as well You also have the option to use ACT trigger features to automatically trigger the Edit Mode when entering your protected fields Here is how to proceed for each fields 1 Goto the Edit menu and choose Define Field 2 Select the field you want protected in the list of fields to the left 3 Go under the Triggers tab 4 Inthe Launch when entering field field click the button and go to the folder where you installed Advanced Field Protection by default this would be C Program Files Exponenciel Advanced Field Protection and select AdvFieldProtectionEditMode exe and not AdvFieldProtection exe 5 Click OK Advanced Field Protection User s Manual 8 This way when you enter the field it will automatically be in Edit Mode if the user has the proper rights to edit the field You may use the trigger in conjunction with the shortcut or without the shortcut Note though that if the cursor is in a protected field and you move to the next contact or click somewhere on the layout the Edit Mode will close even though the cursor stays in the field In this case you will need to exit and re enter the field to go into Edit Mode again or to invoke the shortcut as described above This could be confusing for certain users This is the reason why we suggest you systematically force them to use the shortcut so that they become accustomed to it Using Advanced Field Protection on a network If you are using Advanced Field Prot
9. t the protected field to which the list should be attached and simply type the list items one below another in the drop down list box shown above Drop down list leave blank if drop down not needed i Only from Drop down Allow editing If you don t want a drop down list simply leave the box blank As with any ACT drop down list you have the option to force the user to select an item in the drop down the user can t type in the field and the option to allow the user to edit the list Step 3 Creating a keyboard shortcut to enter Edit Mode Once your settings are defined you need to create a shortcut that the user will invoke when the cursor is in a protected field to switch to Advanced Field Protection Edit Mode This Edit Mode is controlled by Advanced Field Protection and only available to the users setup with proper rights see step 2 We suggest you use the SHIFT F2 key which is by default unused by ACT and is close to the F2 shortcut which is assigned to the Edit List window and well known to ACT users Unfortunately there is no automatic procedure to assign the SHIFT F2 shortcut to Advanced Field Protection Edit Mode so you have to do it manually Fortunately it is very simple If you do not want to use the SHIFT F2 key but rather another shortcut follow the procedure described below and at step 10 press the shortcut you wish to use Advanced Field Protection User s Manual 7 Instructions for associating the
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