On the upper left of every report, QuickBase features a grid edit link that turns on spreadsheet-like editing of the report. You can control what columns display in grid edit and remove the option to show a report in grid edit mode.
Note: Users with the Basic Access access level may not create Grid Edit reports.
You can determine what grid edit looks like to each role. To do so, you need to:
ensure users in the role are allowed to edit multiple records at once
assign a form to the role for use in grid edit
If you are an application administrator, you can remove the option to show a report in grid edit mode for specific roles. For each role, you establish User Interface permissions which determine the UI features that users in the role are allowed to view and use. On the User Interface tab for each role, you'll see a listing of tables available in the application. Here, you can prevent users assigned to the role from:
seeing an entire table (Hide in Menu Bar)
adding records to a table (Hide Add Button/Links)
being able to edit multiple records at once (Hide Multi-record Options)
If, for any table, you've selected Hide Multi-record Options, users in the role will not be able to use grid edit on the table. If you want to be sure the role can use grid edit, verify that Hide Multi-record Options is not selected for the table.
Once you are sure that users in the role are allowed to perform multi-record operations on a table, you need to assign a form to the role for use in grid edit. When a user in the role clicks grid edit, they'll see the fields on that form, in the same order that they appear on the form. If you want, you can even disable grid edit for a particular role.
Open table forms in one of the following ways:
In the table bar on any application page, click the table whose form you want to associate with a role. Within the menu that appears, select Customize --tablename-- Table > Forms.
In the menu bar on any application page, select Customize > Tables. Within the list on the left side of the page, select the table, and then click the Forms tab.
Click Set how different roles use these forms to expand the section. If you have only one form for the table, this option does not appear.
Set grid edit preferences for each role in the Grid Edit column. Your changes are saved automatically as you make them.
To turn off grid edit select <Disable> from the Grid Edit dropdown. When you do, the Grid Edit link never appears as an option for users in the role.
If you want grid edit to display the same columns as are displayed in the report from which the user invokes grid edit, select <Standard Behavior> from the Grid Edit dropdown.
If you want Grid Edit to display only fields that a custom form displays, select the form name from the Grid Edit dropdown.
To apply the grid edit setting to all roles, select your preference from the Everyone row's Grid Edit dropdown. Any selections you make for other roles will override the selection in the Everyone row for that particular role.
Note: A user can have multiple roles within an application. When that happens, QuickBase must choose a role, so the program can determine which form to display when the user edits, views or adds records. To do this, QuickBase checks each role's priority and displays the form associated with the highest priority role. Read more about setting priorities for roles.
You can set grid edit preferences by report. You do so by assigning a form to the report. When a user clicks grid edit from one of those reports, Grid Edit shows the fields on that form, in the same order that they appear on the form. If you want, you can even disable grid edit (across all reports or for specific reports).
For each report, you can specify an override form for the default View/Edit form and for the form that displays when the user chooses Grid Edit. Note, however, that if you've created a Grid Edit type report, you cannot override the Grid Edit setting. Since the report will always display in Grid Edit form, there is no need to set an override.
To specify grid edit display by report:
Open table forms in one of the following ways:
In the table bar on any application page, click the table whose form you want to associate with a role. Within the menu that appears, select Customize --tablename-- Table > Forms.
In the menu bar on any application page, select Customize > Tables. Within the list on the left side of the page, select the table, and then click the Forms tab.
Click Override role settings by report to expand the section.
Set grid edit preferences by report in the Grid Edit column. Your changes are saved automatically as you make them.
To turn off Grid Edit for a report, select <Disable> from the Grid Edit dropdown. When you do, the Grid Edit link won't appear as an option on that report.
If you want Grid Edit to display the same columns as are displayed in the report from which the user invokes grid edit, select <Standard Behavior> from the Grid Edit dropdown.
If you want Grid Edit to display only fields
that a custom form displays, select the form name from the Grid
Edit dropdown.