Reports that Show Each User His
or Her Own Records
Often, your users don't need to see the big picture. All they want to
know is what they have to do today. For this reason, QuickBase makes is
easy for you to create one custom report that shows each staff member
only those records that pertain to them.
How does it work? Since QuickBase knows who's logged in, you can ask
the program to show or hide records based on whether or not the current
user's identity matches the value in a user or list-user field. (What's
a user field? What's a list-user field?)
For example, say you assign tasks by selecting a user from a field called
Assigned To. Each staff member only wants to see their own tasks. So,
you'll ask QuickBase to show only those records where the current user
is the person listed in the Assigned To field.
To create report that shows only records
that relate to the current user:
Create a new report.
Set filtering options.
In the Filtering section of the report builder, select Show
only records that meet certain criteria. In
the dropdown field that appears, select the User field in question.
Then in the next dropdown field, select is the current user.
Set other options in the report builder as desired. (Read
more about building a report.)
Save the report.
Click Save or Save and Display
to save the report. Developers often name type of report something
like "My Open Issues" or "My Overdue Tasks" since
each user who selects this report, sees only their own records.
When you display the report, you'll see records where your user name
is the value in the user field you used to set the matching criteria.
When your colleague opens the same report, she'll see only those records
where her name appears in that field.
Use this "current user" trick to craft reports that focus
attention where it needs to be. Or, if sensitive data's at stake, create
a role that uses "is current user" settings to limit access
to one's own entries. Read how.
FAQ - How do I show records where
the value in a user field is NOT equivalent to the current user?
That report involves a small trick. When you select is
not equal to as the operator, QuickBase doesn't offer
"the current user" as an additional option. However, you
can still select it. To do so, click the fourth dropdown field and
select <other>. A text box displays to the
dropdown's right. Type _curuser_ in this box (see
illustration). If you want to match records where a value is the current
user OR another user, you can also select <other>
to type in your OR statement. Read
more about entering OR matching criteria.
