Friday - The Automatic FAQ Maker
Portfolio has two options for managing password access to catalogues, Level-based and User-based, that are discussed further below after a quick description of password use in general.
Do I have to use passwords for access? No. A situation where this may not be pertinent is as a single user or someone not sharing Catalogues, or where content is not valuable or sensitive in nature. However, in most cases it is good practice to set up passwords, if only to allow for a time when you may share your catalogues with other, e.g. sending on CD, etc. Other exceptions are where you are doing tests or early stage builds of customised catalogues; you should remember to include a last loop of your tests, especially when scripting, to ensure passwords are correctly embedded or prompted for.
To set up a 'password-free' system. First set up to open catalogues as Administrator. Do this via the Edit -> Preferences, 'Default open mode:' drop-down list, selecting 'Administrator'; note this won't work for a multi-user scenario, there you must keep the default 'Publisher'. Note, this menu item, is accessible with no catalogues open. Now your Portfolio client will attempt to open any catalogue in Administrator mode, unless the catalogue's access controls have been set up to require passwords. Note the default for a new catalogue - including those created via Portfolio server - is for level-based access with no passwords set. So, do not set any passwords - unless you really do want them.
So, how do you revert a catalogue with access controls set to no password operation?
If you want to remove user-based access information you have slight problem. As you delete the users, you will end up with a last one (doesn't matter which) that you will not be allowed to delete. This should not matter as switching to level-based access (with or without passwords set) turns off user-based access. Still, if you are concerned about the persistence of the last user's information being stored - albeit unused - I suggest you add a 'dummy' user who doesn't exist to allow you to remove the last real user from the user list. The dummy of course will remain, but as sacrificial information.
For catalogues, there is no 'back door' for this situation. You need to make sure you remember the password or record it and lodge it somewhere safe. If you forget the Portfolio Server's admin password, you need to stop the Server and re-install it. For NetPublish, the admin & publish passwords are stored encrypted in the server.properties file. You will need OS access to that file but you can ten delete the existing encrypted strings - use the normal NP admin access to set new versions.
Most important is the Administrator's password as the Administrator is the only access level that can amend/change passwords. If a lower level password is lost or compromised, the Administrator can create a new one.
Level-based access allows all users to open a catalogue in any one of the four levels (Reader, Editor, Publisher, or Administrator) with a single shared password. In other words, there are a maximum of four passwords each of which gives any user access to a particular level. This is the standard access method available in earlier versions of Portfolio.
Once passwords have been set, Administrator level access is required to change them. Note that only one person may access a catalogue concurrently so when using Administrator mode, other users must log off.
In level-based mode you can use a higher level password to access a lower level. If you enter an Administrator level password but select Editor from the 'Mode:' drop-down list, you will log on in Editor mode. However, if you logged on as a Reader and want Administrator access - assuming the passwords differ - then you'll be prompted for a password.
This method of setting access can used from single user upwards but is better suited to single-user or peer-to-peer (not Portfolio Server) use than user-based access. As v7 no longer supports peer-to-peer (Server-less) access you are better off using user-based access but either will work.
An important point to understand is that no matter which method you use to manage catalogue access, once a catalogue is opened, the features available in a particular access level are the same for all users logged on at that level.
Another factor to consider troubleshooting access problems is that the total number of concurrent users allowed to connect at all levels is set by the number is client licences. The performance of that access is affected by the manner in which it is achieved - Network (peer-to-peer and pre-v7 only), Server or Server+SQL Connect - with the latter giving best performance, especially with high numbers of users.
Maintaining Level-based passwords. Note that when you are editing or maintaining existing level-based access passwords you must be careful. When you click the 'Set' button for any level a dialog pops with two blank text boxes for a new password and confirmation of the same. You have 3 options:
Confusion can arise because none of the 3 choices above generates any confirmation message. Clicking 'Cancel' and 'OK' with no entries in the text boxes have very different results.
Introduced with v5.0, user-based access allows you to assign different access levels and passwords for each individual user. When setting up user-based access, at least one user must include Administrator level privileges. Once this sort of access is set, your system user name automatically identifies you and you can log in with the privileges set by the administrator.
If you wish to access the catalogue in a lower access mode than the highest one set for your user access you should set the Edit -> Preferences, 'Default open mode:' drop-down list to a lower access level before connecting to the Catalogue. Don't forget to reset it back to your normal access level after you've finished. For instance if you leave the client default at 'Publisher', even catalogues where you have Administrator permission will initially open in Publisher mode; this can be useful as Administrator mode forces single user access, kicking out other users.
This access mode is better suited to larger workgroups accessing served catalogues across a network. For peer-to-peer sharing of catalogues, i.e. no Portfolio Server an no longer supported since v7, level-based access may be a better strategy.
An important point to understand is that no matter which method you use to manage catalogue access, once a catalogue is opened, the features available in a particular access level are the same for all users logged on at that level.
Another factor to consider troubleshooting access problems is that the total number of concurrent users allowed to connect at all levels is set by the number is client licences. The performance of that access is affected by the manner in which it is achieved - Network (peer-to-peer and pre-v7 only), Server or Server+SQL Connect - with the latter giving best performance, especially with high numbers of users.
NP allows you the optional feature of setting access passwords at site level. Thus each individual site can have its own password. The password is common to all users of the site. On calling the site, the user will se a standard login dialog, as appropriate for their host OS; they need only supply the password. The username can be left bank as the data from it is not used.
Using PortWeb? See here for user-based passwords and PortWeb.
Question: Passwords and Access Types [FAQ00117.htm]
Last Update:- 01 June 2006
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