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Article ID: KB67
Keyword Name: Creating, Setup, DB, Levels, Users, Log In, Access, Security, Account, Download, Setting Up, how to add a new user, add new user, Login
Created: October 30, 2020
Viewed: 34991

Adding a New Database User and Setting their Security Settings

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Author: Kristenson, Joel

Last Updated: 2020-10-30


This article walks through the steps to setup a new database user and how to provide them with security accessTo create a new user you must be a database administrator with full admin rights. Read this article to learn how to install Trail Blazer on a PC.  Read this article to learn how to log into your database on a Mac.  You’ll also want to get any new users up to speed by watching our Getting Started video playlist and taking the free intro training class.


Navigate to the Contacts (Voters/Donors) list under the Application Menu.

Check if the user you want to add is already in your database by running a search query by their name*If they are, you’ll click on their name to open their contact record.

*if they aren’t you’ll need to add them by clicking the [+ New] button at the top.  In this example the person I was setting up was ‘not’ in the database so I added them as a new contact record.

Enter whatever information you have for the new user e.g. name, address, contact info, etc.

Navigate to the Admin tab > Logon sub-tab.

Check the box for Allow Windows-based Access, create a User ID & Password, and then click [Save]It’s important to keep the record open for the next steps which is providing them security access to different areas of the application.

Navigate to the Admin > Permissions tab (directly to the right of the Logon sub-tab).

Expand all the different folders under the Notification by Email branch and the Security branch.

Check all boxes that apply for the security level(s) you want to provide your new database user along with the email notifications you want them to receive for online occurrences.  My example is below where I created a user with access to just about every feature except for the admin rights (Security Management).

Important Tip: check every security box if you want the user to be a full admin.

Click [Save and Close] in the bottom-right of the screen when you’re finished.

You can search for all database users with access by navigating to the Admin > Logon tab, check the box for Allow Windows-based access and click [Search]In my example there were two. Test logging into your database with the user’s credentials to make sure they are setup correctly with appropriate access to the different tools they will need, but not more access than is necessary.  My example is shown in the two screenshots below.

Img 1 of 2 – Log into the Database with the New User’s Credentials

Img 2 of 2 – Verify the Application Menu for Appropriate Security Levels

Once you’re satisfied with the setup you can distribute the credentials to the user, links to download on a PC or Mac, and the link to the *required intro training class.  You’ll also need to provide them your Database Name which you can find by clicking the [Setup] button on the login screen.

The related resources below link to a variety of other articles and videos related to this topic.

Related Resources

Article: How to Download & Install Trail Blazer on a PC, and How to Uninstall-Reinstall the Application if it Doesn’t Launch Correctly after a Recent Deployment

Article: Configure Microsoft Remote Desktop – For Mac Users (Logging into Trail Blazer on your Mac)

Article: Filter Database Access for Different Users by things like Address, a Saved Search Query, and a Specific Attribute Item

Article: How to Restrict a Database User’s View of a ‘Voter/Donor Record’ by Filtering their Login Access using the ‘Limit view of Voter’ Setting

Article: Email Notification of Web Occurrences

Video: Getting Started 101 – Orientation to the screen

Video: Getting Started 102 Beginning Queries - Political

Video: Getting Started Installing Trail Blazer

Video: Getting Started 103 – Adding a Contact Record

Video: Getting Started 102 Beginning Queries - Nonprofit

Video: Getting Started 106a – Entering Contributions (NON PROFIT ONLY)

Video: Getting Started 106b – Entering Contributions (POLITICAL ONLY)

Video: Getting Started 107 – Writing Contribution Thank You Letters

Video Playlist: Getting Started with Trail Blazer

Website: Free Intro Training (*required before accessing live support and future training)

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