This post is applicable for the Cloud database as well as for the Legacy database.When a commander or secretary sets up a database user account for a leader, it is common to assign a generic password for the leader to use to get started. However, it also seems common that the leader never changes that password. This can be a problem, especially if the same generic password is given to everyone starting out. Here are a couple of tips for increasing the security for access to your data:
1.
Create a unique password for each person. When initially creating user accounts, do NOT use the same password for everyone! It should be relatively easy to get them started, but don't use the same pattern for everyone (like First Name followed by 123). Get creative and use books of the Bible, or colors, or flowers, in combination with unique characters or numbers. It can be simple to remember without being predictable or the same for everyone.
2.
Each user should change the initial password once they log in. In the
Legacy database or the
Windows App, click on Tools and select "Change Password". In the
Web App, click on the User Name in the upper right to access the dropdown menu, then select "My Account" and check the box next to "Update password".
3.
If a user forgets a password, an administrator can change the password (following the recommendations above) and tell the user the new password. In this situation also, the user should then change the password.
4.
Each person that uses the database should have a unique log in. We highly recommend NOT using generic log ins (like "Sparks 1" and "Sparks 2"). While the generic accounts may seem efficient, it does not protect the personal data in your database well. In the
Cloud Database, it could result in a second person logging in with the same account causing the first person to be logged out. Create as many user accounts as needed. The license count (
Legacy) or the subscription level (
Cloud) only limits the number of users that can use the database at the same time.
5.
Limit Access. For the
Legacy database, a user account can be setup as an Administrator or a regular "User". Regular users will not have access to the Admin functionality.
For
Cloud databases, both the Windows App and the Web App allow limiting access by setting user permissions. Regardless of where the User account is setup, we recommend reviewing the permission settings in both the Web App and the Windows App as there are settings unique to each app.
For details on permissions in the Web App see these articles:
https://approvedworkman.freshdesk.com/support/solutions/articles/16000055124-how-to-use-db-user-permissions.
Permissions for the Windows App can be set under Admin > Users by opening the User record and going to the Permissions tab.
Your Awana families trust you with their personal information. Please be diligent in honoring that trust by adequately controlling access to your database through appropriate user accounts and permissions as well as enforcing password security.
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