Defining Users and Groups

Defining Users and Groups

From a secure database, you can create additional users, beyond the database creator and/or Administrator, and place those users into groups. The purpose is to take advantage of a variety of security options by assigning precise Metadata and Fact Data privileges on a single user or on a group basis.

Only users who belong to the Administrator or Operational Administrator groups can define users and groups.

The examples that follow assume that you are using a “secured” Acme Trading Company database, and that you are performing these activities as the user named Administrator.

Adding users

  1. From the Model ribbon, click Users & Groups to open the User Group Dialog.

  2. Click Add on the users side of the dialog to open the Define User dialog.

  1. The general procedure is as follows: Enter <<User Name>>, <<Description (optional)>>, <<Password>> in the appropriate boxes; re-enter the password in the Verify text field. Passwords must be at least eight (8) characters.


Figure 1.    Define User Dialog

  1. Click OK. The new user is added to the users list in the Users & Groups dialog.

  2. Repeat these steps, as outlined above, to add more Users. To follow the procedures in Adding groups, add the following users: Brian Orland, Jason Caldo and Linda Luiz. User Groups Dialog with Added Users and Groups contains these names.

There is no requirement that you add all users before creating groups. You can alternate between creating users and groups.

Adding groups

The main advantage of creating Groups of Users is that you can assign privileges for any number of users at one time using a single procedure, rather than assigning the same privileges individually for each User. (We will demonstrate the process for individual assignments in the section concerning assigning Metadata and Fact Data privileges).

To add a group:

  1. Click Add on the Groups side of the dialog to open the Define Group dialog.

  2. Enter <<Group>> and <<Description (optional)>> in the appropriate text boxes. (In the following example, a Group called US Staff has been added to include all those people who will participate in the 2002 budget process.)


Figure 2.    Define Group Dialog

  1. Click OK to add the Groups list on the right into the Users & Groups dialog.


Figure 3.    User & Groups Dialog with Added Users and Groups

Adding users to groups

Once you have defined Users and Groups, you can select users to add to a group.

To add a user to a group:

  1. Select a User and drag-and-drop it into a Group.

The user is added to the Group and a “+” icon appears to the left of the Group name.

  1. To add several users to a Group, you can repeat this simple step, or simply select several users by <<Shift - clicking >> or <<Ctrl - clicking >> and moving them to the Group in the list box. Further, you can move a User(s) to a selected Group by clicking the arrow key, buttonrightarrowkey.png, in the middle of the dialog box (e.g., select a Group on the right, then User(s) on the left; and then click the button to put the selected User(s) in the selected Group.)

The user Jack Admin has been placed in the Administrator Group—which immediately confers Administrator privileges to this user (see tip below). The remaining users have been placed in the US Staff Group.

The Administrator Group is unique because placing a user in this Group automatically confers ALL database privileges (i.e., administrator privileges) to the user. As you will see, for all groups other than Administrator or Operational Administrator, you must define privileges—e.g., in the example above, the US Staff Group at this point has no privileges whatsoever, except for the fact that they can open the database, provided they know their User Name and Password.

Deleting and modifying users and groups

You might also need to Modify or Delete a User; change a Password, etc. The general procedure for these changes are described in the following steps, which must be performed by a user in the Administrator or Operational Administrator.

To delete a user from a group:

  1. Select a User from a Group on the right in the Users & Groups dialog.

  2. Press Delete. The user is deleted from the Groups in which he or she appeared in the Groups list on the right, but not from the user list on the left.

To delete a user (and delete it from the group):

  1. Select a User from the user list box on the left.

  2. Press Delete. The user is deleted from the user list box and from the Groups in which he or she appeared in the Groups list on the right.

To modify a user or group name:

  1. Select a User or Group from the Users & Groups dialog.

  2. Select the Modify button.

  3. To modify the User, you must enter a User Name and Password. For the Group, enter a new Group Name.

  4. Click OK.

Changing a password

In this case, either an Administrator or a user who has successfully logged on may change his/her Password at any time from the main menu:

  1. From the Model ribbon, click Change Password to open the Change Password Dialog.

  1. Enter at least eight character values for old password, new password, and then confirm the new password.


Figure 4.    Change Password Dialog

  1. Click OK.


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