Access Manager

Documentation

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Getting started

Access Manager is a software solution that keeps all your passwords in one, simple to use list. It offers fast, easy and secure password management. One 'Master Password' is all that is needed to open Access Manager. You can view or edit your passwords, and drag & drop or copy them to web pages and other software.

Access Manager uses strong encryption to keep your information secure; it cannot be opened without your Master Password. This ensures that your private information is kept secret and safe from unwanted attention.

Access Manager is ideal for storing web site passwords, credit cards & PIN numbers, computer logon passwords, E-mail passwords, telephone banking codes, software access passwords, door entry & alarm codes etc. In fact, you can store any type of private and personal information and be confident that it is kept secure.
Access Manager is free for personal, non-commercial use.

Access Manager is available as a Free Edition and a Professional Edition. The Professional Edition has all the capabilities of the Free Edition plus many additional features:

Click here to compare editions.

The Main Window

The Main window is displayed when Access Manager is first started. It shows all the key information that is needed when working with passwords.

The panel on the left side of the window displays a list showing the titles/descriptions of all the passwords. The right side of the window displays the details of the password that is currently selected in the list. The Action Bar on the far left provides a shortcut to the most frequently used options.

Speed Search - Click anywhere on the list and start typing the first few letters of a password title. As you type, each matching password will be displayed. If you pause briefly then start typing again, a new search will begin.

Find - Allows you to search for a password by entering any part of its title/description. Press Enter or click the 'Find First' graphic button to find the first occurrence of your search. Click the 'Find Next' graphic button to find the next occurrence.

The Professional Edition of Access Manager contains an 'Extended Find' option, which searches username, password, passphrase, document or notes. Select 'Find Using' on the Edit menu to use this option, or click on 'Find' in the Find bar.

Drag & Drop - Individual Usernames, Passwords, and Passphrases can be dragged from Access Manager and dropped on to any web site or program that supports Drag & Drop.

Notes - Unlimited notes can be entered directly in the main window. Each note can contain any number of web site or e-mail addresses which when clicked will open the web page in your browser or e-mail software. To store a clickable e-mail address in the notes, begin the e-mail address with 'mailto:'.

Filter - The down arrow graphic on the title heading of the password list can be clicked to show a shortcut to the Filter menu. This allows you to display only the passwords of a selected Type.

Toolbar - The Toolbar at the top of the window contains buttons which perform some of the most commonly used menu options. Hold the mouse pointer over a button to display a brief description.

Status Bar - The status bar is located at the bottom of the main window. The left side shows the number of the currently selected password and the total number of passwords. The right side displays today's date. The centre of the status bar is used to show status messages.

Sizing Panels - When the mouse pointer is placed where the left and right panels meet in the middle, it changes to a sizing cursor. By dragging left or right with this cursor the panels can be resized.

The Toolbar, Action Bar, Status bar and Find Bar can each be hidden if required. Click the View menu to select these options.

The Password Window

The Password window is displayed when a password is selected and opened from the Main window, or when a new password is created. It shows all the detailed information for the password, including title/description, username, password and optional passphrase etc. All of the displayed details can be changed or deleted.

Title - Enter a title or description for the password.

Username - You can enter a username or you can select one from the drop- down list which shows all the usernames that you have previously used.

Password - Enter a password or click the 'Generate Password' button to automatically generate a strong password.

Passphrase - Enter a passphrase or passcode. Click the 'Generate Password' button to automatically generate a strong password.

Document - Allows a file, folder, program or web site address to be stored with each password. Clicking the 'Open' button will open the file, folder or web page. Click the 'Browse' button to select a file. Click the 'Browse for Folder' menu item on the Options button to select a folder.

Expiry Date - Allows you to enter any valid date when the password is due to expire. Click the 'Select Date' button to display a calendar from which you can pick a date.

Type - Contains a drop-down list which shows all the pre-defined Types.

Sensitivity - Allows you to set a password to be private or shared with other users. If you set a password to 'Shared' it will be available to all other Access Manager users.

Notes - An unlimited amount of notes can be stored with each password. Each note can contain any number of web site or e-mail addresses which when clicked will open in your web browser or e-mail software. To store a clickable e-mail address in the notes, begin it with "mailto:". To change the Notes background to the highlight colour, click the 'Highlight' checkbox.

The Command Bar at the bottom of the Password window contains buttons that perform specific tasks.
OK - Click OK when you want to save any changes and close the window.

Cancel - Will close the window without saving any changes.

Authentication* - Will open the Authentication window which allows you to create a list of Challenge and Response phrases for the password.

Print - Will preview and print all the details of the password.

Links - Will display a clickable list of all the web and e-mail addresses that are in the notes.

Options - Displays a drop-down menu that provides additional options for the Password window:

  • Encrypt/Decrypt File* - Allows you to encrypt or decrypt the file that is stored in 'Document'.
  • Browse For Folder - Lets you select a folder to store in 'Document'.
  • Password Generation - Opens the Password Generation options.
  • Centre window - Centres the Password window on the main window.
  • Restore Default Size - Returns the Password window to its default size.

Items marked with a * are available in the Access Manager Professional Edition.

How do I...

Set the master password window

The Master Password is the key to Access Manager; without it, the database containing all your password details cannot be opened.
When you first install Access Manager the Master Password is not set. Until you set a Master Password, your information is not secure. To set the Master Password, select 'Set Master Password' from the Tools menu.

Type a password in the 'Enter New Password' text box. Type the same password in the 'Confirm New Password' text box and click OK. If you already have set a Master Password and you want to change it, you will need to type your existing password in the 'Enter Current Password' text box.

To be as secure as possible, the Master Password that you choose should be a 'strong' password. A strong password is at least 8 characters long and contains a mixture of upper and lower case letters, together with some numbers and symbols. It should not contain any real word in any language.

Once the Master Password is set, you will be required to enter it when:

  • Access Manager is started
  • Printing a report that contains detailed password information
  • Access Manager is restored from the Taskbar
  • Passwords are exported

Do not forget your Master Password! You will not be able to open Access Manager without it.

Create and use password Types

Password 'Types' allow you to categorise your passwords into groups of different types. For example, you might have a number of passwords that are used to login to web sites. You might have other passwords that are for telephone banking.

When Access Manager is first installed it already has a number of pre-defined Types:

When you create a new password or view an existing one you can set its 'Type' to one of the pre-defined Types. To add or remove Types from this list, select 'Password Types' from the Tools menu. You must be logged in to Access Manager as the 'Administrator' to be able to use this option.

Once your Types are set-up and in use, you can quickly view all passwords of a particular Type. For example: to view all your 'Web site logon' passwords, select Filter from the View menu and then select 'Web site logon'. The main list of passwords will now display only items that are 'Web site logon' types.

Alternatively you can click the down arrow graphic at the top of the password list to open a shortcut to the Filter menu. When a filter is in use, the down arrow is highlighted.

Use the Password Selector

The Password Selector is designed to help you easily logon to high security web sites that require different letters or numbers from your password.

For example, when logging in to an Internet banking service, you may be asked to enter the 3rd, 5th and 7th characters of your password or passcode. The next time that you login to the same service you might be asked for the 2nd, 3rd and 6th characters. Although this technique improves security, it can be time consuming and it is easy to make mistakes.

The Password Selector displays the position number of each character in your password. You can copy or drag individual password characters to Internet Explorer (and other software), or you can select individual characters and drag them all at once from the 'Selection' area.

Make password visible - Hides or shows the password or passphrase characters to stop a casual viewer from reading them on your screen.

Keep window on top - Will keep the window always in view, even if you are working with other software.

Show Password - Displays the password. Show Passphrase - Displays the passphrase.

All - Selects all the password characters.

None- De-selects all the password characters.

Hide - Shows or hides the main Access Manager window.

This feature is available in the Access Manager Professional Edition.

Use Authentication

Authentication provides a mechanism to store a list of challenge/response phrases with each password. This is often required when logging on to high security web sites such as Internet banking. Some web sites require you to setup a series of 'challenge' questions and 'response' answers when you open an account.

You can create as many challenge/response phrases as you need by clicking 'New'. Clicking the 'Copy' button will copy the response phrase to the Clipboard.

This feature is available in the Access Manager Professional Edition.

View more 'How do I...' questions

Viewing and Printing reports

To print out a report of the current selected password choose 'Current Password' from the Reports menu or click the 'Preview and Print' icon on the Toolbar.

The Summarised List report displays the key information of each password. This is a useful report for storing in a safe or bank vault. Access Manager requires that you enter your Master Password before printing this report.

To view or print this report, choose 'Summarised List' from the Reports menu.

Important Note: Printing password information on paper reduces the effectiveness of password security. It is recommended that printed passwords are kept in a safe and secure location.

The Detailed List report displays all the information of each password. This is a useful report for storing in a safe or bank vault. Access Manager requires that you enter your Master Password before printing this report.

To view or print this report, choose 'Detailed List' from the Reports menu.

Important Note: Printing password information on paper reduces the effectiveness of password security. It is recommended that printed passwords are kept in a safe and secure location.

This feature is available in the Access Manager Professional Edition.

The Expiring Passwords report produces a list of all passwords that are due to expire within the next 60 days.

Passwords that do not contain an expiry date are excluded from this report. To view or print this report, choose 'Expiring Passwords' from the Reports menu.

This feature is available in the Access Manager Professional Edition.

The Inactive Passwords report produces a list of all passwords that have not been accessed within the last year. This helps you to check if there are any passwords that are not in use any more and could be removed from Access Manager.

To view or print this report, choose 'Inactive Passwords' from the Reports menu.

This feature is available in the Access Manager Professional Edition.

Setting Options

General preferences

Remember last password - When you start access Manager it will show the password that was displayed when Access Manager was last closed.

Show Tooltips - Turns on or off the tooltips for the toolbar and other buttons.

Keep main window always on top - Will keep the Access Manager main window always in view, even if you are working with other software.

Make windows sticky - Will automatically snap the main window to the nearest edge of the desktop.

Restore window after opening a Document - When you open a Document by clicking the Open button or selecting Open Document on the View menu, the document will open and the Access Manager window will reappear on the Desktop.

Restore window after opening a Notes Link - When you open a Notes Link by clicking the link in the notes or selecting a Notes Link item on the View menu, the link will open and the Access Manager window will reappear on the Desktop.

Highlight web pages in notes - Web pages and e-mail addresses contained in the notes will be highlighted and can be clicked on.

List row height adjustment - The row height of the password list can be adjusted to suit differing font styles or sizes.

Show Gridlines - Displays or hides the horizontal gridlines on the password list.

OK - Click OK when you want to save any changes and close the window.

Cancel - Will close the window without saving any changes.

Display

Menu and Toolbar Style - Selects one of a number of styles for menus and toolbars.

Heading Colour - Sets the colour of the heading bars on the details panel of the main window. Select 'Automatic' to use the heading colour of the current Windows theme (Windows XP only).

Data Display Font - Allows you to set the font and colours for all password information that is displayed in Access Manager.

Date Format - Sets the format of all dates that are displayed in Access Manager. You can use any combination of the special characters to set your own format or you can select one from the drop-down list. For example: 'MM/dd/yy' would display as '12/25/04' and 'MMM dd/yyyy - ddd' would display as 'Dec 25/2004 - Sat'.

Notes Highlight Colour - Sets the background colour for the notes on the main window and the password window.

OK - Click OK when you want to save any changes and close the window.

Cancel - Will close the window without saving any changes.

Security

Make usernames visible - Show or hide the username on the main window.

Make passwords visible - Show or hide the password on the main window.

Make passphrases visible - Show or hide the passphrase on the main window.

Show password tooltips - When the mouse pointer is held over a username, password or passphrase, the information is displayed in a tooltip.

Clear windows clipboard when closing - Any information that is stored in the Windows Clipboard from Access Manager, or any other software, will be deleted when Access Manager is closed.

Minimise when copying a username or password - When a username, password or passphrase is copied by clicking a Copy button or by selecting a Copy option on the Edit menu, the Access Manager window will automatically minimise.

Allow multiple copies of Access Manager to be opened - Will allow Access Manager to be opened more than once.

Show all usernames when logging on* - Displays a list of all usernames in a drop- down list on the logon window.

OK - Click OK when you want to save any changes and close the window.

Cancel - Will close the window without saving any changes.

Options with the * are available in the Access Manager Professional Edition.

Auto Logon

Logon automatically when Access Manager starts - Uses the details set in this window to automatically logon each time Access Manager starts.

Username - Sets the username used to logon with.

Set Password - Sets the password used to logon with.
Warning: Selecting this option will substantially reduce the security of your passwords. It potentially allows an unauthorised person to have access to your information. Before using this option, it is strongly recommended that:

  • Your computer has a strong hardware password
  • You have a strong Windows logon password
  • You trust every person who has direct access to your computer

OK - Click OK when you want to save any changes and close the window.

Cancel - Will close the window without saving any changes.

This feature is available in the Access Manager Professional Edition.

View all 'Setting options' documentation

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