Options for configuring BarTender System Database permissions Follow

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BarTender Content Team


Overview

By default, the BarTender System Database is configured to use Windows Authentication, and the Windows user who runs the BarTender installer package is the one who gets authorization. If multiple users on the same machine are using BarTender, additional database permissions must be configured to prevent unexpected behavior such as app crashes and reprinting failures.

There are several ways to grant database permission to multiple users. Choosing one will depend on which BarTender features and apps are in use, as well as the IT policies of your organization. They will also require administrator access to implement, so you may need to contact your IT team for assistance with these procedures.

Here are three possible methods:

  • Enable SQL Authentication and create a login. The advantage of this method is that it uses a single username and password, so any user with those login credentials can access the database. However, it may not be ideal for environments where individual user activity must be tracked.
  • Continue using the default Windows Authentication and manually add permissions for users or groups. This allows automatic sign-in and activity logging of specific Windows users, but it requires a bit more expertise to set up and manage.
  • Configure the BarTender System Service to run as an administrator account that has access to the System Database. This process is required for connecting to a remote System Database, and it can be a relatively easy shortcut for configuring a local one.

A fourth solution is also worth mentioning: you could bypass the issue entirely by skipping the installation of the BarTender System Database if it is not required in your environment. For more information about this decision, please see the support article "Do I have to install SQL Server Express for BarTender to work?"

 

Applicable to 

All supported versions and editions of BarTender with a local System Database installed

 

Instructions

Click on a method to expand it and show the steps to implement.

Configuring SQL Authentication in three steps

Step 1: Enable SQL Authentication in the database

  1. Log into Windows using the account with administrator access to the BarTender System Database.
  2. Download and install SQL Server Management Studio if you have not already done so.
  3. Open SSMS and connect to the database.
  4. In the Object Explorer to the left, right-click on the SQL Server instance name and select Properties.  (There's a lot to see in the Properties windows, but you don't need to worry about any of these settings unless they are directly mentioned in the instructions.)
  5. In the Security panel, change the Server authentication method to "SQL Server and Windows Authentication mode" (mixed). Click OK to close the dialog.
  6. Right-click on the SQL Server instance name again and Restart the server so that this change takes effect. 

Step 2: Create a new user login for the database

  1. In Object Explorer, expand the Security folder, then right-click on the Logins folder and select "New Login".
  2. In the General panel, select "SQL Server authentication" and enter a login name and password for your new user. If multiple users will be using this login, it may be best to leave the "Enforce password policy" box unchecked. Do not click OK yet.
  3. Click on "User Mapping" in the left panel and check the box for the BarTender database. (The default name would be "Datastore" or "BarTender" depending on your version.)
  4. Click OK to save the user information. The new user should now appear in the list under the Logins folder.
  5. Back in Object Explorer, expand the Databases folder, then right-click on Datastore or BarTender (or the database name you mapped the user to) and select Properties.
  6. Select Permissions in the panel to the left, then select your new user in the list to the right. Below this, in the "Permissions for [username]" table, check the boxes to Grant each of the following permissions:
    • Connect
    • Delete
    • Execute
    • Insert
    • Select
    • Update
    • Then click OK to save these changes.
  7. Finally, click Refresh (the circular arrow) in Object Explorer to update the changes. If all the preceding steps have been followed, you're done with SSMS!

Step 3: Connect to the System Database with the user credentials

  1. In Windows, open the Administration Console app, then click the System Database option on the list to the left.
  2. In the right panel, click the link to run the System Database Wizard.
  3. When the dialog opens, click Next, then select "Customize connection settings" and click Next.
  4. Change the Authentication option to "SQL Server Authentication" and enter the credentials for the user you just created.
  5. Click Next. From here, you should be able to follow the prompts to select the database and complete the connection. 
  6. If you clicked Next and got an error saying that a connection could not be made, try the following:
    • Double- and triple-check that you entered the credentials correctly
    • Make sure the correct Server Name is selected
    • Go back to SSMS and make sure the user's password is set correctly. Locate your user in the Security > Logins folder, right-click it, and select Properties. Re-enter the password twice, make sure they match, and click OK. Then re-open Administration Console and try the System Database Wizard again.
  7. If you see this message at the end of the wizard, you've successfully configured SQL authentication. Click Finish. Have the other BarTender users log on to Windows, open Administration Console, and update the System Database connection settings in the same way. 
  8. If you see an error message in this window instead of "completed successfully", please take a screenshot or write down the exact error message, then contact Technical Support for further troubleshooting.

Configuring Windows Authentication in four steps

  1. Log into Windows using the account with administrator access to the BarTender System Database.
  2. Download and install SQL Server Management Studio if you have not already done so.
  3. Open SSMS and connect to the database.
  4. In the Object Explorer panel to the left, expand the Security Folder for the BARTENDER instance (default name), then the Logins folder. This will show a list of the users and groups that are already configured. You should see the BUILTIN (local) Groups for Administrators and Users, as well as some individual users.
  5. Identify which users or Groups should have access to the BarTender System Database. If you want to ensure that every user has the minimum necessary permissions, you might simply choose BUILTIN\Users, but you can also choose or add specific users.
    • To add a user who is not listed, right-click on the Logins folder and select "New Login".
  6. For each of these entities, follow the steps below to configure their permissions.

Step One: Map user or group to the database

  1. Choose a user or Group that you wish to grant access to, right-click on it, and select Properties.
  2. Select User Mapping in the left panel, then check the Map box on the right for the BarTender Database (the default name is 'Datastore' or 'BarTender' depending on your version). Click OK to add the user or Group to that database's user list.
  3. Repeat this process for each entity that will be using the database.

Step Two: Grant permissions

  1. Back in Object Explorer, locate the BarTender System Database in the Databases folder, right-click it, and select Properties.
  2. Select Permissions in the list to the left, then select the user or Group in the list on the right.
  3. In the Explicit Permissions list in the lower right, check the boxes to Grant the following minimum permissions:
    • Connect
    • Delete
    • Execute
    • Insert
    • Select
    • Update
  4. Select the next user from the list and check the boxes to grant permissions in the same manner. When all users have been configured, click OK to save your changes.

Step Three: Restarting

Once all the necessary changes have been made, the following processes must be restarted to ensure that the changes take effect:

  • The SQL Server instance. In SSMS Object Explorer, right-click on the BarTender instance name (at the top of the tree) and select Restart, then confirm the security prompts.
  • The BarTender System Service. Open the Services app in Windows and locate BarTender System Service on the list. Right-click it, and select Restart. This will restart a few other BarTender services as well, so it will take a few seconds for everything to restart.

If working on a non-server computer, you could also simply reboot it to accomplish this step.

Step Four: Testing the solution

Log on to Windows as a standard user.

If this user does not have access to Administration Console, or if the configuration process was done as a troubleshooting step, then a simple test would be to open a label file in BarTender Designer. Does it open as expected without freezing or crashing?

If this user does have access to Administration Console, they can test the database connection with the System Database Wizard, as follows:

  • Open the Administration Console app, then click the System Database option on the list to the left.
  • In the right panel, click the link to run the System Database Wizard.
  • When the dialog opens, click Next, then select "Customize connection settings" and click Next.
  • For the "Select Database Server" section, click Next without changing any server or authentication settings.
  • If the wizard proceeds to the "Select BarTender System Database" screen, without any connection errors or messages regarding permissions, you're good to go!
  • If there is an error, please take a screenshot or note the exact message for further troubleshooting.

Setting an account on the BarTender System Service

What permissions should the account have?

It is generally recommended that the Windows account used to run the BarTender System Service has the following attributes:

  • local administrator rights
  • domain-level access
  • does not change its password
  • access to the system database (if connecting to the system database using Windows Authentication)

Instructions

  1. While logged into Windows as an administrator, open the Services app.
  2. Locate the BarTender System Service, right-click on it, and select Properties.
  3. In the Log On tab, select  "This account", then enter the credentials. (Use "Browse" if you're not sure of the correct syntax.) Click OK.
  4. Now right-click on the BarTender System Service and Restart it so it will use those credentials. This will also restart the Integration Service and Print Scheduler, so there may be a brief interruption in automated printing.
    • If the services restart as expected, test the database connection by running the System Database Wizard from Administration Console (see step 5).
    • If BSS takes an unusually long time to start, or fails to start entirely with an error 1053, this is often a sign that something is wrong with the user credentials. Either the password is incorrect, or they don't have the necessary permissions (local administrator with domain access). Verify the permissions for the user account, re-enter the credentials in the BSS Properties, and try to Start it again.
  5. Open the Administration Console app, select System Database on the list to the left, and click the link to run the System Database Wizard. Click Next.
  6. Continue through the wizard:
    • Select "Customize connection settings"
    • Make sure the correct server name and authentication method is selected
    • Select "Use an Existing BarTender System Database" and make sure the correct one is selected (the default is 'Datastore')
    • Click Setup to connect
  7. If the Setup process ends with this message, you're good to go!
    • If you get an error message, please take a screenshot or note the exact error message for further troubleshooting.

 

Additional resources

Internal only information

Regarding the comment about error 1053:

  • If BSS takes an unusually long time to start, or fails to start entirely with an error 1053, this is often a sign that something is wrong with the user credentials. Either the password is incorrect, or they don't have the necessary permissions (local administrator with domain access). Verify the permissions for the user account, re-enter the credentials in the BSS Properties, and try to Start it again.

Our article about error 1053 describes a different solution, but I have encountered the error in BarTender 2019 and 2021 under different conditions than those described in the article. I have yet to reliably reproduce the issue, but verifying the credentials and permissions has been helpful in the instances I've encountered it.

 

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