You may want a user or group of users to only view and edit those records created by someone in their own group. For example, maybe a department manager should edit only those records created by members of her own department. You can impose such a restriction using the "Groups Records" setting within roles.
Note: "Group's Records" permissions is a special setting within Roles that limits group members to seeing and/or editing only those records a member of their own group has created. If you want to organize users in groups so you can control permissions that do not hinge on who created certain records, you shouldn't be reading this topic. To set up permissions using groups, you create a group, then share your application with that group, assigning to the group whatever role grants the desired access. If an existing role doesn't fit the bill, create a new role. (Read more about this process in the What is a Group? topic.)
Assigning "Group's Records" permissions, requires some preliminary setup. Before following the steps below, you'll need to create a group containing all members of the department (if it doesn't already exist). Next, you'd follow the steps below to configure access permissions for the role the department manager (or the entire group, depending upon whose access you want to control) uses to access the application. When doing so, you'd specify a Group's Records level of access for Modify permissions (detailed instructions follow below). The last step is to specify the target group whose records this setting affects.
To assign Group's records permissions:
In the menu bar on any application page, select Users > Manage roles.
Do one of the following:
To modify the permissions of an existing role, click its Permissions link.
To create a new role, click Create a New Role.
Within the Permissions tab that displays, locate the name of the table to which you want to control access.
From the View and/or Modify drop-down list (as appropriate), select Group's Records.
Repeat for each table you want to control access to.
Click Save.
From the menu bar, select Users > Manage Users.
QuickBase displays a new column on the Manage tab called Target Group. Only users in the role you edited have a text box in this column. That's because this column appears only as a result of a Group's Records selection you made in Step 4.
If you want, you can change the role of existing users or add new users and assign them to the role you created or edited in the steps above. After you do so, click Save.
Within the Target Group column, click Change. type in the
The Select a Group dialog opens.
Select the group whose records the user can access and click Done.