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How to assign a role to many ACL entries across several Lotus Notes databases

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Part of the difficulty with maintaining roles in your databases is that there is no easy way to know on which databases roles are available and to which names they have been assigned. With even just a few databases, the task of knowing how roles are assigned gets complicated in a hurry—in this tip you will see how you can verify and edit role assignments for several databases with aclEZ.

First make sure aclEZ is running. If it's not, click the aclEZ icon on your Lotus Notes client toolbar and select a server.

Select the databases you are interested in (using checkboxes in the Databases panel) and retrieve the ACL data within them. ACL entries will be displayed in the grid.
Select the names you want to look at in the ACL Entries grid (CTRL+Click for non-contiguous selections).
Select the Roles panel (make sure it is turned on: Panels > Roles). Each line in the Roles panel represents a role that exists in one of the databases selected in the Databases panel.

Here's a description of the key available columns in the Roles panel:
- Names Affected: Tells which of the names selected in the ACL Entries panel have this role available (via the [...] button). A ratio quickly lets you know [# of names where role is available]/[total number of names selected]. The cell is grayed-out when a role is not available in any of the selected names.
- Role Assignment: Lets you assign roles to the applicable selected ACL Entries via a checkbox.
- Role: The name of the role itself.
- Database Title: The database whose ACL contains this role.

To mass-assign (or "mass-unassign") several roles in the Roles Panel make a selection and then use the spacebar to toggle the checkboxes.

Congratulations! You are now finished assigning a role to many ACL entries across several Lotus Notes databases on a Domino server.

Watch a short Flash tutorial for a quick overview of aclEZ and all its features.

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