User Rights Settings

The Administrator - Set User Rights app is used to set User Application Rights for each individual Office Accelerator User Account. To set user rights for a given Office Accelerator user account, follow the directions below.

  1. From the Office Accelerator phone book, select |File|Administrator|User Right Settings|.
  2. From the |Administrator - Set User Rights| dialog box, highlight the user whose application rights you wish to modify and click the |Modify| button. Office Accelerator Administrator App - Checking User Proxies
  3. By default, users will be assigned |Standard User| application rights. Office Accelerator Administrator App - Checking User Proxies

Application Rights User Levels

User Level Description
User Has Read-Only Rights to Contact Data
 
Users with this contact access level set cannot edit contact data.
Standard User (recommended for most users)
 
By default, new users are assigned Standard User rights. Standard users have access to the basic functions necessary to use the Office Accelerator phone book.
Power User Provides added functionality for advanced features.
Assign All Rights (assign very sparingly)
 
Assigning 'All Rights' to a user is typically reserverd for IT Admins.
Customize Rights
 
Provides Administrators the ability to highly customize Office Accelerator user rights.

Phone Book Application Rights (Phone Book Tab)

Categories Description
Create new categories and subcategories (Power User) Provides user with rights to create and modify owned categories or proxy to the owner.


Contact Description
Allow deletion of all contacts in current search result (assign sparingly). Provides user the right to group delete contacts. Note: Contacts can be undeleted.
Allow Group Address, Phone, Etc. Changes (Power User). Provides user the right to group change an addresses, phone numbers, email domains, websites, company links, as well as clear and set standard and custom fields across a group of contacts within the current search result.
Allow the user to add document links to a contact (Standard User). Provides user the right to add Doc Links to a contact. A document link is a pointer to a document on your local drive or cloud-based service linking the resource to a contact within the Office Accelerator phone book.
Create New Contacts (Standard User). Provides user the right to add new contacts to the database.
Edit contacts when contact access level permits (Standard User). Provides user the right to edit contacts . Note: Contact access level must be appropriately set, e.g. contacts with access level set to owner only cannot be edited by another user etc.
Force Locked Contacts to be Unlocked Assign Sparingly. Provides user the right to unlock a contact that is being edited. The user editing the contact will lose any changes made to the contact, this is an advanced user right.
Set contact access level for contacts owned or proxied (Standard User). Provides user the right to set contact access level on contacts owned or are proxy to (proxies are other users you share contact and calendar data with).
Show 'Created By' and 'Last Edited by' (Standard User). If enabled, 'Created by' and 'Last Edited by' data will be displayed in the |Details| tab of the |Contact Edit Screen| for each contact created and edited by user.


Contact Deletion Description
Delete Contacts Owned by ANY user (assign sparingly). Provides user the right to delete contacts owned by any user. However, the user must have access to the contact e.g. if a contact access level is set to 'Owner Only', it will not be returned to the search result for a non-owner and therefore cannot be deleted by a non-owner even with this user right set.
Delete contacts owned by the user or proxies (Standard User). Provides user the right to delete owned contacts and those that the user is proxy to (a proxy is another user that shares contact and/or calendar data).
Delete 'In Use' contacts, which are contacts in another user's folder (assign sparingly). Provides user the right to delete contacts which are in another user’s personal folder(s) such as the My Phone Book folder. These contacts would be considered 'in use' contacts.


Contact Owner Description
Assign ownership of an entire search result (assign sparingly). Provides user the right to change/assign ownership of an entire group of contacts (the contacts in the current search result). Changing ownership of contacts is used to create private and/or specifically shared contacts via Contact Access Level .
Assign ownership of ANY contact to this user (assign sparingly) Provides user the right to take ownership of any contact regardless of owner . Access level on contact must be set such that the user has access to the contact.
Assign ownership of ANY contact to 'unowned' (assign sparingly). Provides user the right to assign contact ownership to 'No Owner'. No Owner contacts are typically globally shared contacts that all users have access to.
Assign ownership of proxy contacts to this user Provides user the right to take ownership of all proxy owned (personal contacts of other users shared to this user) contacts.
Assign ownership of self-owned contacts to ANY use Provides user the right to assign contact ownership on self-owned contacts to ANY user.
Assign ownership of self-owned contacts to 'unowned' Provides user the right to assign ownership of self-owned contacts to 'No Owner'. No Owner contacts are typically globally shared contacts that all users have access to.
Assign ownership of self-owned contacts to user proxies Provides user the right to assign self-owned contacts to any user. User can assign ownership of self-owned contacts to any Office Accelerator user.
Assign ownership of unowned contacts to ANY user (assign sparingly). Provides user the right to assign ownership of contacts that have no user ownership. Contacts that are not owned by a user are denoted as 'No Owner'. No Owner contacts are typically globally shared contacts that all users have access to.
Assign ownership of unowned contacts to this user (assign sparingly) Provides user the right to assign contacts denoted as ‘No Owner' and make them self-owned. In other words, ownership of contacts that are not owned by anyone (denoted as 'No Owner') can be changed to self-owned.
Be the owner when creating a new contact Provides the user the right to make newly created contacts self-owned by default. For example, if the user adds a new contact to the database, the ownership will be set to the user that added the contact.


Contact Wizard Description
Enable the User to Turn Off Duplicate Contact Checking If selected, user can select |File|CRM Options|New Contact (Wizard)|, select the |Steps| tab and check the option entitled | Turn off the New Contact Duplicate Checking| .
Enable the User to Turn Off the New Contact Wizard If selected, user can select |File|CRM Options|New Contact Wizard|, select the |Steps| tab and check the option entitled |Turn off the New Contact Wizard|.


Duplicate Contact Merging Description
Enable Duplicate Contact Merge Features (Power User) If selected, user will be granted rights to the following Duplicate Contact Merge features located within the Phone Book |Tools| menu (Duplicate Contact Removal, Advanced Duplicate Contact Removal , & " Merge Selected Contacts ).
Enable the 'Contact Deletion' Rights when Merging Duplicate Contacts To merge two contacts (duplicates), the user must have deletion rights to both contacts. Enabling this user right will override this requirement.
Enable the 'Contact Owner' Right when Merging Duplicate Contacts To merge two contacts both contacts must be owned by the same user or both must be public (access level set to everyone). Enabling this right overrides this requirement.


Export and Import Description
Export Contact Data (Power User) If enabled, provides user with the necessary rights to export data. To access the export feature, select |Tools|Export Address List| from within the Office Accelerator phone book.
Import Contact Data If enabled, provides user with the necessary rights to import data. To access the import feature, select |Tools|Import Contacts from within the Office Accelerator phone book.


Fields Description
Create New Custom Field Panel If enabled, provides user the right to create new Custom Field Panels. Custom field panels help categorize custom fields, and are created and edited via the |File|Edit Custom Field Panels| menu within the Office Accelerator phone book.
Create New Custom Fields If enabled, provides user the right to create Custom Fields. Custom fields are user definable fields in Office Accelerator and can be created and edited via the |File|Edit Custom Fields| menu option within the Office Accelerator phone book.
Edit Existing Field Settings (Drop down lists etc.) If enabled, provides user the right to modify field drop down lists. Drop down lists are user defined values for fields that can be selected when adding information to custom fields.
Modify Existing Field Panels If enabled, provides user the right to modify existing Custom Fields Panels. Custom field Panels help categorize custom fields and are created and edited via the |File|Edit Custom Field Panels| menu option within the Office Accelerator phone book.


Folders Description
Create New Public Folders(Power User). Provides the right to create new public folders . Public folders are folders that are available to all Office Accelerator users, though access rights on public folders may be set.
Delete folders created by ANY user (assign sparingly). Provides right to delete folders created and owned by any Office Accelerator user. To delete a folder, right click on the folder and select |Delete Folder or List|.
Delete Public Folders created by the user or proxies (Power User). Provides right to delete folders created by the user and the user’s proxies. To delete a folder, right click on the folder and select |Delete Folder or List|.
Rename folders created by ANY user Provides right to rename folders owned or created by any Office Accelerator user. To rename a folder, right click on the folder, select |Properties| from the menu, click |Edit| under the |Details| tab, and enter a new value for the folder name clicking |OK| and |Save| to save your changes.
Set Access Rights to Public Folders created by ANY user (assign sparingly). Provides right to set access rights to folders created by any user. To set access rights on a folder, right click on the folder and select |Properties|. From the |Access| tab configure the appropriate access level, then click |Save| to save your settings.
Set Access Rights to Shared Folders created by ANY user (assign sparingly). Provides the option to set access rights to a folder created by any Office Accelerator user. To set access rights on a folder, right click on the folder and select |Properties|. From the |Access| tab configure the appropriate access level.
View All Users 'My Phone Book' Provides option to view all of the personal |My Phone Book| folders of each Office Accelerator user. The My Phone Book folder is a special attribute folder which stores the personal contacts of each Office Accelerator user and can be used to isolate personal contacts for syncing. This right provides the ability to view the folders and contents of the folders (but not add contacts to it). Further, if access rights on contacts within a user’s personal My Phone Book folder (or any folder) is set to owner only, only the owner of the contact(s) can view the contact.


Key Folders Description
Enable the User to remove 'Key (Colored) Folders' that were setup by another user Provides the right to remove 'Key Folders'. Key folders are those folders that a company or user has denoted and marked as important. Contacts placed in these key folders are color coded. A Blue color code on a contact denotes that the contact is within a folder marked as 'Key' (or Very Important) company wide. Red colored contacts indicate that the contact is within a folder that you (the user) have designated as 'Key or Very Important to You'. Both red and blue on a contact indicate the contact is within both a 'Key' company and 'Key' personal folder.
Enable the User to setup Firm Key Folders Provides rights to setup firm Key Folders. Firm Key Folders are configured by selecting |File|Options|Folder Options| from within the Office Accelerator phone book, then selecting the |Key (Colored) Folders| tab, clicking the |Click here to modify the 'Key Folders'| button and selecting the desired key folders.


Lists Description
Create New Lists under folders created by ANY user (assign sparingly) Provides the right to create new lists under any folder created by ANY Office Accelerator user. Lists provide further subdivision to folders for organizational purpose.
Create New Lists under Public folders with full access (power user). Provides access rights to create list within public folders that have full access rights for all Office Accelerator users.
Delete ists created by ANY user (assign sparingly) Provides user right to delete lists that were created by any Office Accelerator user. User must have access rights to the folder where the list resides.
Delete Lists in Public Folders if the list or folder is created by the user or proxies (Power User) Provides user the right to delete lists within folders in the Public Folder if the list is created by the user or user proxies.
Delete Lists under Shared folders with full access (assign sparingly) Provides right to delete lists under shared folders that have full access rights applied.
Rename Lists created by ANY user (assign sparingly) Provides right to rename lists that were created by any Office Accelerator user.
Rename Lists under Public Folders with full access (Power User) Provides right to rename lists within Public Folders. Lists must have full access rights assigned.
Lists cannot be created in root level folders. Root level folders are My Phone Book, My Events Folder, My Other Folders, Folders Shared to Me, Public Folders All Contacts folder, and All Users 'My Phone Book' folder. List 'can' be created within subfolders of the root level folders.


Macro Suite Description
Create New Public Documents (Power User) Provides user the right to create new Public Documents. Public documents are those created via the Accelerator Macro Suite and made accessible to other Office Accelerator users. These documents include merge fields that merge data from any field within Office Accelerator to a preformatted or customized Word or WordPerfect document using the Accelerator menu option (available for install under the add-ins menu within the Office Accelerator phone book).
Enable Email Merge Provides the right to merge data to Microsoft Outlook 2007 and above. This feature works with the Accelerator Macro Suite and merges any document created within the Accelerator menu to Microsoft Outlook where it is automatically sent to the outbox.


Mailing Lists Description
Enable the User to remove Firm Mailing Lists that were setup by other user Enables the User to remove Firm Mailing Lists created by another user.
Enable the User to setup Firm Mailing Lists Provides rights to setup firm mailing lists.


Marketing

You can disable the Office Accelerator Email Marketing feature on a per user basis. Disabling this feature prevents the user from accessing the Email Marketing Feature within the Office Accelerator phone book. To turn off access to the Email Marketing feature, select |File|Administrator|User Rights Settings|. Highlight the appropriate user in the list and click the |Modify| button. Click the |Marketing| tab and check the box entitled |Disable Email Marketing|. Click the |Save| button to save your settings.

Advanced Owner

The |Advanced Owner| application rights provide options to set default contact owner and access levels on a per user basis. The following options are available:

  • Always Default the New Contact Owner to: Use this option to set the default owner on new contacts for a given user. For example, a data entry user creates contacts for a marketing director.
  • Override all other New Contact Ownership rights: Works with the |Always Default the New Contact Owner to| option. When selected, overrides all other (if any) contact ownership settings.
  • Force New Contacts into Owner's My Phone Book (PB): When checked, places new contacts in the owners My Phone Book folder. The My Phone Book folder is used to store a user personal contacts and is also the default folder used for the OFfice Accelerator Outlook Sync.
  • Default Contact Access Level: Used to set the default user access level on newly entered contacts.

Outlook Sync

The Office Accelerator Outlook Sync is used to synchronize your Office Accelerator data to Microsoft Outlook 2007 or higher. The following options are available:

  • Allow the user to sync contacts: Select this option to provide access to the Office Accelerator Outlook Contact Sync. If enabled, the Office Accelerator |Outlook Sync| application will be displayed as an add-in option within the Office Accelerator Add-Ins menu in the phone book.
  • Contact Folder to Sync: This section provides options to allow or disallow users the ability to sync to the My Phone Book folder, a Specific Sub-Folder of the My Phone Folder, and/or a subfolder of 'My Other Folders'.
  • Contact Notes to Sync: This section provides options to allow or disallow syncing of public and/or private notes.
  • Allow the user to sync the calendar: Selecting this box provides the access rights to sync the users calendar to Outlook, deselecting the box will remove the user right.
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