Configure Permissions for a Role

When you're setting up Roles in QuickBase, applying the proper permission settings makes all the difference. You use roles to set access rights to all aspects of your application. You can also control a user's experience within your application by configuring the user interface for a particular role.

When you configure roles, you set up both application-level permissions and table-specific permissions.

You set up application-level permissions to define a fundamental level of access to your application
You can then set up table-specific permissions if you want to implement more granular access to individual tables, records, and fields.

Setting up application-level permissions

For each role, you can set up any of the following access permissions to your application:

Selection	Description
None	Choose this option if you want to prevent users in this role from accessing your application. Note that, if you want to block all access to all tables within the application, you must also set table-specific permissions so that users are prevented from adding, modifying, viewing, or deleting records in each table.
Basic Access	Choose this level for a role that will view and use your application but shouldn't access administrative controls. Users at this level won't see the Users menu or be able to customize application structure. This option does NOT grant users the ability to customize the application or manage users. You can allow users with basic access to edit field properties. To grant this ability, turn on the Full Administration checkbox for some or all tables.
Basic Access with Sharing	This option grants Basic Access permissions and adds the ability to add and invite other users to the application. Users in a role with Basic Access with Sharing permissions can also manage all users in an application. This option does NOT grant users the ability to customize the application. Note that when a user with this level of access shares an application, QuickBase won't let them grant or revoke Full Administration access for any user.
Full Administration	This level grants access to all administrative controls required to customize application structure and access permissions. A person assigned to this role is usually the application manager but could also be someone a manager has asked to help out with administrative duties. When you give a role Full Administration access to an application, all users in that role can: Share applications using the Users menu Customize application properties Create and customize tables and fields Create and customize roles Import and export data

Setting up table-specific permissions

Once you've determined a role's basic access to the application, you can fine-tune access further by setting up permissions for each table in the application.

View, Modify, Add, and Delete permissions

For each table, you can define a role's ability to view, modify, add, or delete records.

Use the Add Records and Delete Records checkboxes specify whether a user in this role should be able to add or delete records in the table.
Use the View and Modify dropdowns to specify which records a user in this role should be able to see and/or change. For example, if you want to let the role see any record in the table, you'd click the View dropdown and select All Records. Your choices in both dropdowns include:

Selection	Description
All Records	Grants view or modify rights to any record within the table.
Group's Records	Grants view or modify rights to only those records created by a user belonging to a group you can specify after you make this selection. (Read more.)
Custom Rule	This choice lets you set specific parameters for access. For example, you could let a user see only those records where their company appears within the Customer field. After you select this option, click the edit link that appears to the right of the field to configure your custom rule.
None	Grants no access to the table. (If you select None within the View dropdown, the Modify dropdown automatically defaults to None too.)
When user is in 'list-user field'	Grants view or modify rights only to those records in which the user is one of the members of a specific list-user field.
When user is 'user field'	Grants view or modify rights only to those records in which the user appears in a specific user field.
When user is 'Record Owner'	Lets users view or modify only those records they create.
When user is 'Last Modified By'	Grants view or modify rights only to the user who last modified the record.

Permissions for saving shared reports

Use the Save Shared Reports checkbox if you want users to be able to save reports that will appear on all user's menus. (When you turn this option off, users in the role can still create and display a report, and save it as a personal report for their own reference. Read more.)

Permissions to edit field properties

Use the Full Admin checkbox to grant a user in this role the ability to edit field properties within the corresponding table. Use this option when you want to grant field editing permissions to a user who has Basic Access or Basic Access with Sharing permissions (these users will not see the Customize menu). Users in a role with this option checked will be able to access field properties by right-clicking on a field name (from within any report or form).

Note that this option controls access to field properties from reports and forms only. Users who have Full Administration permissions on the application will be able to access field properties using the Customize menu regardless of whether this option is selected.

Granting custom access to specific fields

Use the Fields dropdown to grant full or custom access specific fields to users in the role.

Selection	Description
Full Access	Grants users in this role full access to all fields in the table.
No Access	Forbids users in this role access to all fields in the table.
Custom Access	If you want to grant access to only selected fields, or even exclude one from view, select Custom Access and click the Edit link that appears to the right of the dropdown. QuickBase displays a list of fields. If you want to restrict access to one of these fields, click its dropdown and select No Access to hide it completely, or View to protect it from edits. (Read more about field access choices.)

Tip: You can also set the access permissions for a field from within that field's properties page. Field access controls appear within Permissions section, when you turn on the Restrict Permissions by role check box.

To set permissions for a role:

Create a new role, or access an existing role.
Within the Role Properties page, click the Permissions tab.
Specify application-level access for the role.
Set permissions for each table in your application.
Click Save to return to the list of Roles