SECURING YOUR DATA

Creating and managing roles
Roles provide a way to define a group within a database. You can assign users and groups to roles to reflect access to particular views, forms, documents, or sections. Instead of assigning access to a particular user or group, you can assign access to the role the user or group is in. For example, you can have a role that allows access to documents with forms that contain a particular value. Users and groups to which this role is assigned are the only entries that can read these documents.

You must create a role before adding it to a name in the ACL. Defining a role requires coordination between the database manager and designer to determine if a role is necessary and to decide which users, groups, or servers should be assigned the role.

To create, manage, and view roles, you must have Manager access in the database ACL. For more details on defining roles for users, see Roles in the ACL, if you have installed IBM® Lotus® Domino™ Designer 8 Help. Or, go to Lotus Documentation on the Web to download or view Lotus Domino designer 8 Help.

Note If you do not have access to edit the ACL, the Roles tab is not visible.

Click any of these topics:


To create a role

1. Make sure that you have Manager access in the database ACL.

2. Open the database.

3. Click File > Application > Access Control.

4. Click Roles.

5. Click the Add button, and then type a name for the role.

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To rename a role

1. Make sure that you have Manager access in the database ACL.

2. Open the database.

3. Click File > Application > Access Control.

4. Click Roles.

5. Select a role in the Roles list, and click the Rename button.

6. Enter a new name for the role.

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To delete a role

1. Make sure that you have Manager access in the database ACL.

2. Open the database.

3. Click File > Application > Access Control.

4. Click Roles.

5. Select a role in the Roles list, and click the Remove button.

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To add a user to a role

1. Click File > Application > Access Control.

2. Click Basics.

3. Select a name of a person or server in the ACL, then select a role from the Roles box on the right side of the ACL. A check mark appears next to the roles a user or server is part of.

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To remove a user from a role

1. Click File > Application > Access Control.

2. Click Basics.

3. Select a name of a person or server in the ACL, then uncheck the role you want to remove from the person or server.

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See Also