Database may need to be shared between several people. That's why you need to restrict access with different database roles, like administrator or manager
If you start creating a database it is most likely that you have a thought that it would be very good to find someone who could help you with management of your information online, because this work is quite dreary and takes a long time. But there is a problem, namely, not everyone can be entrusted with base filling. Or you may want a certain person only to add the data, at the same time you are afraid that he can casually remove something. Or you may want to work simultaneously with some other person, but such a possibility isn't available. More.
Now, all these problems are solved because it became possible to form a team or a group of participants who can simultaneously work with bases online. Also, the system of distribution of rights to work with bases is developed.
I’ll tell you about the rights a little bit later. At first it is necessary to learn how to create groups and recruit people there.
For different purposes you may need additional number of people, they are assistants or employees. The most simple and widespread way to solve the problem is creation of a group of people from your acquaintances or colleagues who can look through all the tables and work with them, naturally, if you give your permission. But there is also another, more difficult variant according to which you employ and add a person for work with some particular data. Below it will be described in more details.
In order to gather people first of all you need to enter "Record" menu. There you should press “Team” button. Then you will be offered to add participants of your future group. It is possible to add one or several people simultaneously.
You can add people easily, as you need to know only an e-mail of the person whom you want to invite. Then it is necessary to press button "Invite", but before it you should specify the access rights of a new participant.
After you have done the above-mentioned procedure, you’ll get a letter with further instructions concerning activation and introduction into your group. The letter will be sent to the email address specified by you. There are two variants of letters:
• If the given person has been already registered at the site, he receives only the invitation to come to your group.
• If you want to invite your acquaintance or employee who has never visited MyTaskHelper site, you’ll get a letter, which will contain not only invitation but a reference for registration and activation at the site.
After you have created your group, consisting of at least 2 people (including you), you will be given an access to “Command projects” function.
Distribution of powers and duties
So, you start gathering a group of participants for work on your database. Certainly, every employee should fulfill some function, and depending on it, he should get some rights.
There are 4 different types of database roles:
• Only reading
• Reading and writing
• Reading, writing and designing
Let's begin our explanation with the simplest level of access, that is Only reading. The given level is meant for those participants of the group whose function is only to look through and to read records in a database. Besides, they have an access to export of current information contained in a file of Excel type.
Further on, there is higher level of access to the data, namely Reading and Writing. The name speaks for itself. Here it is already possible not only to read, but also to make changes, updates, or to add new information. For convenience of data input, new function – import of information from Excel files is accessible.
There is also a third type of access, that is Reading, writing and designing. Here there is everything that has been described above, plus, there is the possibility of form editing. It means changes in appearance, editing the base at the site, and others functions necessary to work with forms.
And, at last, the most important role, is Administrator. It can do everything.
Complementary to the above-mentioned information regarding access rights, there is such a moment as database views.
If you, being a manager, grant someone the rights to database editing he can edit all the database. But if suddenly, it is necessary for you that a particular person could change only some particular information, but not the whole database you will need to use Views.
Views mean particular information or records, chosen according to a certain criterion, parameter. It is like an inquiry into some advanced database where there is a sample of a certain condition. After it is created, the manager should specify the user who will work with it and have access to it.
Data «Views» are created easily and without any problems with the help of a special designer.