Portfolio keeps the information in the database secure by providing varying access levels. There are four levels: Reader, Editor, Publisher, and Administrator. With each access level, a user gains abilities to make changes to a database. In general, if you see a menu command or other element which is "greyed-out" and doesn't work when you click or select it, then you probably do not currently have access to the feature.

To change your access level, go to the Catalog menu and choose Access. Chances are you will need a password to access a level higher than "reader". For passwords please call or email Fred Lifton (x7297).

You can also set up a catalog to have User based access. In this scenario, each user has their own password and user-names and is granted a certain level of access.

WARNING: When you log on as an administrator, you kick off everyone currently accessing that catalog, including the webserver. You can accomplish some administrative tasks, such as editing the master keyword list, by choosing administration from the Catalog menu. This method will not kick off any users.

Here are the differences between the levels:

Reader: At Reader level, you can view, search, preview and copy items, but you can't make any changes to a catalog.

Editor: At this level you can do everything Readers can plus you can edit the data in fields. However, you can't add or delete items, re-name files or do exports to Quicktime or web pages.

Publisher: Can do everything Editors can, plus they can add, delete, and export items from a collection.

Administrator: At this level you have full control over the database. You can add new custom fields, add master keywords, set-up passwords and access levels, and control start-up options.

Warning: When you access a catalog as an administrator, no one else can connect to it (including the webserver) and currently connected users will be kicked off.