Imagine that you'd like to grant a new user access to some applications within your billing account. But before you do so, you want to make sure that each separate application manager grants the correct role (or access permissions) to this user. There's no need to worry. Get the jump on access permissions, by assigning the prospective user to the appropriate group ahead of time. When you do so, QuickBase automatically grants the user whatever permissions belong to the group. This trick is called "provisioning" and lets you ensure that a new user has appropriate permissions before accessing any data .
You can provision any user—even one who has yet to register in QuickBase. (The program automatically assigns unregistered users the status of provisional, which is separate from "provisioning" as explained in this topic.) Once the user accesses QuickBase, he or she will automatically belong to whatever groups you assigned.
Importing from a file or the clipboard
You can import users either from a file (.txt or .csv) or from the clipboard. To avoid performance issues, we recommend keeping each import to a maximum of 500 users.
Whether you import users from a file or from the clipboard, you should specify each user on a separate line using the following format:
email address, firstname, lastname
where:
email address is required
firstname and lastname are optional
You must use the same delimiter to separate user information on each line. You can choose to use commas, tabs, or semicolons. If you choose to use commas, each line in your imported file should look like this:
jcarpenter@somecompany.com, Joe, Carpenter
To import users from a file
From the My QuickBase page, select Manage Your Billing Account.
Click Provision Users.
On the Provision users Summary tab, select Import users from a file
Click Browse… and select your .txt or .csv file
If you’re assigning the imported users to a group, select it from the Groups dropdown list.
Click Import.
The users are imported into the Provision new users Summary tab. You
can modify user information and select new groups for users.
Click Save.
To import users from the clipboard
From the My QuickBase page, select Manage Your Billing Account.
Click Provision Users.
Select Import users from the clipboard.
Paste your text into the open text box.
If you’re assigning the imported users to a group, select it from the Groups dropdown list.
Click Import.
The users are imported into the Provision new users Summary tab. You
can modify user information and select new groups for users.
Click Save.
The user now shows up as a member of the group you specified. Now, when an application manager grants the user access to an application, the user's permissions are exactly those granted to the group you selected. No user has access to an application until an application manager shares an application with him or her.
Note: Provisioning is not the same as adding a user to your account. Only an application manager can truly "add a user." (Read more.) Provisioning users is a great way to implement access permissions, but it does nothing to help guide a new user to the proper applications. When you provision a user, QuickBase does not generate invitations or even let a user know what applications group membership lets him see. For example, Imagine that you've provisioned a user, "Bob" to be a member the "Sales" group. The "sales" group can see Application A, Application B, and Application C. Bob doesn't know he has access to any QuickBase applications, until one of your application managers shares an application with him. Say that the manager of Application A does so. He receives an invitation, and once he registers with QuickBase, he can see Application A on his My QuickBase page. Even though Bob has access to Applications B and C as well, he may not know it, because they don't appear on his My QuickBase page. To let Bob know, you have three options: have the application manager send him an invitation, email him the URL of the application, or tell him the name of the application and ask him to search for it.
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