Configure Interface Display for a Role

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 report customization and creation options 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.

Configure interface display elements

To configure interface display elements:

  1. Choose Customize > Roles, then either choose the role you want to edit or create a new role.

  2. Within the Roles page, click the User Interface tab. On the User Interface tab, you can:

  3. Make your desired changes.

Tip: As you create roles, you can test them yourself, using the Test as role feature available from the Signed in as menu.

Set the application home page

Associate an application Dashboard (home) 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 Role home page dropdown 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.)

Specify which reports you want to appear on a user's list of reports

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 Set report access link. 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.

role_rpts.png

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).

Hide Report Customization Options

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 are not able to create or customize reports.

Note:  If you choose to select this option for a role, you should be sure not to allow users in this role to save common reports on the Permissions tab. If you select both options, users in the role will be able to create common reports, but never edit them.

twooptions.png

Hide one or more menus from users in this role

The Menu & Table Display section (see illustration below) offers you the chance to show or hide menus. To hide a menu, just select 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.

menus.png
If you want a role with Basic Access to be able to share and manage users, grant it
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.

Hide one or more tables from users in this role

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 in Menu Bar column.

Hide Add buttons and menus

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 Add Button/Links column.

Limit the ability to edit multiple records at once

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 Options column, turn on the checkbox for each table you want to restrict.

Hide Email buttons and menus

You can also hide Email buttons and menus for one or more tables. This action will hide the Email button on records, as well as the Email menu on reports, embedded reports, and search results.

To hide Email buttons and menus:

Hide Print buttons and menus

You can also hide Print buttons and menus for one or more tables. This action will hide the Customize > Print this page menu option, as well as the various options to print records, reports, embedded reports and search results.

To hide Print buttons and menus:

Related Topics

 

This page refers to an older version of QuickBase. Online help is now located at http://www.quickbase.com/user-assistance/default.html.

 

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