APPLICATION MANAGEMENT

Access-controlled forms and documents
To restrict access to all or part of a form, and to all documents created from a form, you can create a form read access or a create access list.

Create access list

Use a create access list to limit who can access the form in order to create. Limiting who can create documents from a form also shortens the create menu by removing the restricted forms from the menu.

Read access list

Use a read access list to limit who can read documents created from a form. For example, you might use a read access list to restrict access containing personnel information.

The following people can read a document that has restricted Read access:


Note When you use a form access list, you restrict access to all or part of a form by setting security parameters that work with the database ACL. The database ACL predominates -- only users with access to the database have access to forms within a database. Form security provides an additional measure of access control in conjunction with the database access control list. However, note that using access-controlled forms is not a true security measure because a user can create a copy of the form and remove the restriction.

Replicating restricted documents

Adding names to a read access list or to a Readers field limits access to the users, groups, and servers named in that list or field. Servers that need to replicate this database must be included in the list or field to have Read access. Otherwise, documents that are read-restricted won't replicate.

To create access-controlled forms

1. Open the form.

2. Choose Design - Form Properties.

3. Click the Security tab.

4. Deselect "All authors and above" in the "Who can create documents with this form" section.

5. Click each user, group, server, and access role you want to include.

6. Deselect "All readers and above" in the "Default read access for documents created with this form" section.

7. Click each user, group, server, and access role you want to include.

8. (Optional) Check "Available to Public Access users" if you want documents in this view or folder available to users with public access read or write privileges in the access control list for this database.

To prevent printing, forwarding, and copying of documents

You can discourage users from printing, forwarding, or copying documents created with a form. This feature helps to prevent accidental distribution of confidential information, but it is not a true security feature because users can circumvent it by using screen capture programs.

1. Open the form.

2. Choose Design - Form Properties.

3. Click the Security tab.

4. Click "Disable printing/forwarding/copying to clipboard."

To prevent editing of existing documents

You can prevent users with Author access in the database ACL from editing a field in existing documents. This restriction doesn't apply to new documents.

1. Open the form.

2. Create a field, or click an existing field.

3. In the Field Properties box, click the Advanced tab.

4. Select "Security options: Must have at least Editor access to use" and click the check mark.