Managing User Security and Access
GoldMine’s security is based on user groups and users, which must be set up to make the security effective.
Each GoldMine user should have a unique user name and password. This is the first level of security. The GoldMine administrator assigns each user the minimum level of necessary access without restricting the functionality related to the user’s job performance.
Define user groups according to the function users perform. User and user group security access applies to:
■ GoldMine Functions. The administrator can permit or deny access to GoldMine functions. For example, permit or deny a user or user group the ability to create new Contact Records, delete records, or access other users’ Calendars.
■ Menu Commands, Toolbar, and Taskbar
Contains frequently used GoldMine Menu commands and macros, links to documents and files, and quickly launches applications and web sites. Settings. Remove menu items from the user’s menu customizing the selection of available menu options and customize toolbars and the Taskbar.
■ Contact Databases. Assign user groups access to databases. If a database is assigned to a user or user group, only members of the group can open the database in GoldMine. Each database can have different access restrictions.
■ Screens and Fields. Restrict access rights to user-defined screens attached to particular contact databases. If a screen is public, all GoldMine users can view the information. If access is set to a user group, only members of the group can see the screen.
■ Record Ownership. Each Contact Record Standard unit of information in GoldMine that incorporates information, such as: name, company, phone, and address. It serves as the basis for all scheduled work, and acts as the central link between GoldMine’s Calendar and History by maintaining all past and pending events, related to the individual contact records in the GoldMine database. is assigned an owner. The default owner is public; however, assign a record or group of records to a user or user group. If a record is owned by a group, each group member is treated as the owner of the record. Ownership determines whether a user who is not an owner can read all or part of the Contact Record or whether a user can edit the record.
The GoldMine administrator can also restrict access to such items as the Relationship Trees, InfoCenter A resource used to maintain and display any type of information useful to an organization or an individual. The InfoCenter can archive information in a variety of formats, such as graphics, multimedia files, and program applications. Any of this information can be linked to a Contact Record. entries, and the ability to launch Ivanti from GoldMine Premium Edition.
Users with Master Rights can access all parts of the system and bypass all the security settings except for the user’s:
■ Personal Contacts
■ PersonalBase files in the InfoCenter
■ Encrypted e-mail
Master Rights users are the only users permitted to access and modify user settings. GoldMine administrators should have Master Rights.
