Before user setup

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Before user setup

Before you set up users in Concordance Desktop, please consider the following tips:

General User Setup Tips

User passwords are encrypted with the SHA-1 standard in the .sec files

Concordance Desktop does not support special characters such as %, & #, etc.,  in user, user group, database, matter, and client names.

Concordance Desktop does not support user names, passwords, or database names containing characters in Unicode, such as Chinese or Japanese characters. Currently, only user names, passwords, or database names containing single-byte characters are supported, such as English characters.

Distinct user IDs and passwords need to be the same across all databases the users need access to on the Concordance Desktop server. This includes all databases created in Concordance Desktop and all Concordance 10.x databases that have been migrated to Concordance Desktop.

Best practice is to ensure there is at least one user who is setup as a Supervisor, with full rights. Since most users at a firm perform several different tasks, this is the default for all users, unless a user's rights are changed in the Admin Console, or in a specific database using the User Management feature

Concordance Desktop captures a user’s network log on and compares it with the user list from the Admin Console and if applicable, with the restrictions in database user management settings. If a match is found, then the user receives the corresponding rights. If a match is not found, the user receives the default user rights (all rights to all databases).

Deleting the Default user in Concordance Desktop is optional, but suggested.

User Setup Limitations

User IDs – 22-character maximum, not case sensitive, spaces allowed, special character such as %, &, #, etc. are not allowed in user IDs

Passwords – 24-character maximum, case sensitive, created on first access, slashes, and other special characters, such as %, &, #, etc., are not allowed in passwords

Blank user names are not allowed in Concordance Desktop

Active Directory Authentication User Setup Tips

First set up users in Microsoft Active Directory before adding them to the Concordance Desktop server.

The spelling of the user name must be the same as the user name in the Active Directory.

Passwords in Active Directory must be set to never expire, for all Concordance Desktop users.

User Setup Tips for Restricting User Access Rights in a Database

Consider setting up a user group for each user type (administrators, project manager, CCSA, database administrator, etc.), that require the same access to all databases, and then drag and drop each user to their respective user group. When you need to assign the users with new database, you create a matter, and drag the specific user group(s) and database to the matter. This assigns the database and the user group(s) to the same matter, allow those users to access that database.

By default, all users are granted full rights to fields and access to all menus when they are added to the server.

When you add a new field to a database, by default all users are granted full access rights to that field. If you want to restrict access to the field you need to modify the field access rights for each applicable user whom you want to restrict.

If you intend to set the same restrictions for a user, or multiple users, across several databases, you can create a template (role template) .csv file. You create the .csv file by 'exporting' the user restrictions from one database and 'importing' them into another database. The same user  restrictions can be imported to several other databases. When you export to a .csv file, both the field rights and menu access rights are saved to the .csv file.

It is best practice to always export a copy of your user management settings each time you update them so you have a current backup copy to reference. Be sure your supervisor or secondary database administrator has access to this file in case of an emergency.

Recommended Database Menu Restrictions

If you are using the User Management feature to restrict user rights in a database, we recommend that you restrict the following menu rights from all users except the applicable database administrators and supervisors:

File > Index

File > Reindex

File > Administration

File > Begin Program

File > Edit Program

Edit > Delete and Undelete

It is best to adhere to these guidelines when setting restrictions on users in Concordance Desktop databases, to ensure consistency in how user settings are applied.

If you restrict a user's access to Edit > Validation, that user will not be able to access list files.

Optional Field Restrictions

Even if user management is not applied to a database, you can apply read-only rights to database fields in the Data Entry Attributes screen. Any field marked as read-only in this box applies to all database users and also overrides field rights applied in the User Management screen.

For more information about the Data Entry Attributes screen, see Setting data validation.

User Management Guidelines for Concatenated Databases

Setting up user management for concatenated databases includes the following guidelines:

Field rights and menu access settings can be set up in each database if you need to apply restrictions for users of that database. Setting up these settings in a concatenated database set only affects the primary database.

The user name and password must be the same for all databases in the concatenated set.

When the user name and password in the primary database does not exist in a secondary database, and security is enabled, the concatenated database will not open. The user will receive a message that they do not have access rights to the specific database.

When a secondary database has security enabled and the primary database does not have security enabled, the user is prompted for the user name and password when using the secondary database. The user name and password entered becomes the user name and password for the concatenated database set.


For detailed instructions on setting up Concordance Desktop database access restrictions, see Restricting user access on databases.