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Last Reviewed:  April 19, 2023

Password-Protect Cabinets, Drawers, or Folders

It's not possible to have FileCenter require a password. The reason? FileCenter doesn't use a database. It stores your files in regular Windows folders. This means it's easy to access the files outside of FileCenter. On the one hand, that's a strength, because it means you always have access to your files, even if FileCenter crashes or you decide to stop using it. But on the other hand, it makes it so we can't "secure" your files in FileCenter.

If you want to restrict access to your files, it can be done two ways.

Local Cabinets

If you keep your cabinets on your PC, the best way to secure them is to use a password when you log onto your machine. Then, when you walk away from your machine, you can "lock" it so no-one will be able to access anything on it.

Here's how to set up a password:

  1. Go to the Windows Control Panel
  2. Select Users or User Accounts
  3. Click Create a Password
  4. Follow the prompts from there

To lock your computer without turning it off:

  1. Look to see if your keyboard has a Windows key (it looks like four squares, usually between the Ctrl and Alt key on the left)
  2. If you have a Windows key, hold it down and hit the "L" key
  3. If you don't have a Windows key, hold down the Ctrl Alt Del keys simultaneously, then select "Lock"

This will lock your screen. You won't be able to access the computer without typing in your password.

Network Cabinets

Because FileCenter stores its files in regular Windows folders, it seamlessly inherits file permissions from Windows. That means you can use the regular Windows security features. To secure a cabinet, drawer, folder or file, use either Windows' "Share" or "NTFS" security settings.

For example, suppose that you want to control who has access to a certain drawer in FileCenter. First there must be a file server which users log onto. Also, you must have the right to change security settings on the server. Log onto the server and then do the following:

  1. Click on the drawer (or folder which represents the drawer) with the RIGHT mouse button
  2. Select "Sharing and Security"
  3. Select the "Sharing" tab if you are changing share permissions, or the "Security" tab if you are changing NTFS permissions
  4. Use the normal procedures for assigning specific permissions to users and user groups

In FileCenter, users' ability to access the drawer will now depend on their security level in Windows.

NOTE: Security works in a similar way on other server operating systems, such as Novell or Linux, though the steps will be different. The general principle is that a server administrator must assign appropriate user permissions for any folder or file that requires limited access.

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