Note: This topic is for Realm administrators only. QuickBase realms can be set up only on accounts that have purchased a QuickBase Enterprise plan. If you have a QuickBase Team account, or if you do not have a realm, you don't have access to the features discussed here.
Realms provide you with additional gate-keeping features to help track and control access to your applications. A major tool in this arsenal is Realm Approval Status. You assign each user an approval status to help you track and control who can see what.
Within your realm, you’ll give one of three approval status levels to a user:
Approved. “Approved” users are individuals to whom you have manually granted “approved” status within your realm. Or, if you prefer to automate this process, they are users who match an entry in your central network user directory. (The last option involves authenticating via LDAP. Read more.)
NOTE: Just because a user has approved status, doesn’t mean that they can access any application. It only means that they can sign into the Realm. Application Managers still have the power to share applications with only chosen users. However, within a realm, you can specify that a specific application be accessible only to “approved” users. This is an easy way to do something like ensure that only your employees can access certain information.
Denied. Use this status setting to prohibit a user from logging into your realm. For instance, if an individual leaves your company, change his or her status to Denied to terminate access to any of your accounts. (Read more about denying access.)
Guest. QuickBase automatically designates any user who is not “approved” the status of “guest.” This status lets QuickBase know not to let that user access any application that is for “approved” users only. The program does let “guests” access any other applications, as long as the managers of those applications have furnished the “guest” an invitation to do so.
Note: Don’t confuse Realm Approval Status with user roles in an application. Users with Approved and Guest status are free to use any application according to limits of their role within that application. (Users with Denied status, can’t access any application in any of your realm’s accounts, of course.)
To set approval status:
On your My QuickBase page, click Manage the realm, and then click the Directory tab.
Locate the user or users whose approval level you want to set. You can search for users by name, and filter the list based on user status. You can also sort the list by any column you wish by clicking the column header.
Turn on the checkboxes next to the users you want to select.
Click Change
Access Level.
A pop up box appears allowing you to choose access levels of Approved,
Guest, or Denied.
Select the appropriate action and click Change Access Level.