QuickBase lets you hide selected screen elements from certain users. For example you can hide a table and/or its Add buttons, and even tuck entire menus out of sight. You can also limit the ability to edit multiple records at once, and hide the Customize this Report link from users in a role.
Note: Using these interface controls to hide elements does not limit access permissions to information within your application. If you need to secure information, you must do so by setting access controls for the role. Interface settings merely hide or display different options.
To configure interface display elements:
Choose Customize > Roles, then either choose the role you want to edit or create a new role.
Within the Roles page, click the User Interface tab.
Make your desired changes and click Save.
On the User Interface tab, you can:
Associate an application Dashboard (home page) page with the role.
The Home page or Application Dashboard appears each time a user opens an application. You can create custom Dashboard pages. In fact, you can have a different page appear to each user, depending upon their role. To assign a Dashboard page to the role you have open, click the Home Page drop-down list and select the page you want to display. If you don't make a selection, the default Dashboard page displays. (Read how to customize a Dashboard page.)
Imagine that you've designed some special reports specifically for your sales team and you want to make sure that these report selections always appear on menus that your sales team sees. Likewise, you may not want to clutter up your Research department's menus with these sales reports. You can solve this conundrum from within the User Interface tab, which lets you control what reports appear as choices for each role. To do so, click the link showing the number of reports available to the role. Within the dialog box that displays (see illustration), turn on the checkboxes next to each report you want the role to see as an option.
Note: Adding or removing a report from this list does not limit or grant permissions to all information within these reports. For example, say a manager has a "salary" report that includes confidential information. If a user without the proper permissions clicks on this report, he'll see only those fields that his permissions allow. If you want to limit or grant access to certain fields and tables, you must do so through the appropriate controls within the Permissions tab (read how).
Even though you may want some users to view some of your reports, you don't necessarily want them to edit or change them. When this is the case, you can make sure that users in this role never see the Customize this Report link that appears on reports by checking the Hide 'Customize this Report' link on reports option.
Note: If you choose to select this option for a role, you should be sure not to allow users in this role to save shared reports (on the Roles > Permissions tab.) If you select both options, users in the role will be able to create shared reports, but never edit them.
The Menus section (see illustration below) offers you the chance to show or hide menus. To hide a menu, just turn off its checkbox. Note that the Test as role option appears on the Signed in as menu. This option can be hidden for users in this role just as the menus can.
The Users menu doesn't always appear as an option in the Menus section,
because its availability depends upon a role's level of access to your
application.
When you grant a role Basic Access, QuickBase automatically hides the Users
menu.
If you want a role with Basic Access to be able to share and manage users,
grant them Basic Access with Sharing instead. (read
how)
Tip: Think twice before hiding the Help menu. Instead of hiding help from your users, write your own guide and post it on the Help menu to assist your users. Read how. Also, understand that the QuickBase-generated help that end users see includes only topics on using QuickBase (not creating a QuickBase), like how to sign in and add a record.
You can use this feature to lower the profile of a table or two. Tables within an application appear as menu choices on the upper left of the screen. A user can click a table name to display options for that table, like "View all" records or "Add a Record," for example. If you don't want a table to appear here for a particular role, just let QuickBase know. The User Interface tab features a list of all your application's tables. To hide a table, locate it in the list and turn on the corresponding checkbox within the Hide Table column.
Note: Hiding a table does not limit permissions to access the table. If you want to limit a user's access permissions to a certain table or its fields you must do so through the appropriate controls within the Permissions tab (read how).
If you want, hide Add buttons and Add menu selections for one or more tables.
Many developers design their applications to guide a user's workflow path. For example, one may add some HTML to the application Dashboard page which includes a link for adding records. In this case you may not want a user to add a record any other way. Keep users on track by hiding the Add menu and "Add a record" button (In your application, this button may say something like "Add a Task" or "Add a Contact" depending on what you call your records.). To do so, locate the table name for which you'd like to hide "Add" controls. Turn on the corresponding checkbox within the Hide Default 'Add' Button column.
Note: Hiding the "Add" options from users does not limit their ability to add records. If you want to limit a role's power to add records, you must do so by setting the appropriate controls within the Permissions tab (read how).
If you want to prohibit users from making sweeping changes in your application, turn off their ability to edit multiple records at once. When you do so, QuickBase won't let a user execute a search & replace operation, import data, or enter grid edit mode. In fact, the program removes these elements from the blue bar at the top of list reports.
To remove these options: Within the Hide Multi-record Operations column, turn on the checkbox for each table you want to restrict.
Tip: As you create roles, you can test them yourself, using the Test as role feature available from the Signed in as menu.