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.

Tip: If you only want to set a role's table-specific record permissions and saved report permissions, you can also set these by selecting Customize > Tables from the menu bar on any application page.  Select the table and click the Permissions tab.

Setting up application-level permissions

Access role permission settings by selecting Customize > Roles from the menu bar.

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

Selection

Description

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

 

For each role, select the Disable access to app for users with this role checkbox if you want to prevent users in the role from accessing your application.

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.

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 'Modified By'

Grants view or modify rights only to the user who last modified the record.

Permissions for saving common reports

Use the Save Common Reports column if you want users to be able to save reports that will appear to all users of your app. (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 Edit Field Properties 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.

Remember, this option controls access to field properties from reports and forms only. Users who have Full Administration permissions for 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 dropdown in the Fields column to grant field access 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. If you have a table in your app with no fields defined, this selection will be the default for that table.

Custom Access

Grants access to only selected fields in the table, or excludes fields from view. QuickBase displays the table's fields in the Custom Field Access dialog, which is used to set up restricted fields.

 

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 checkbox.

To set permissions for a role:          

  1. Create a new role, or access an existing role.

  2. Within the Roles page, click the Permissions tab.

  3. Specify application-level access for the role.

  4. Set permissions for each table in your application.

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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