Test Role Settings

When you create a role and configure access permissions, you should test to make sure users in that role are able to see and do exactly what you want.

You can accomplish this in one of the following ways:

Temporarily change to another role

If you are an application manager or are in a role with "Full Administration" or "Basic Access with Sharing" permission for an application, you can quickly change your role to test how users in that role will interact with the application.  When you are done testing, you can easily return to your former role. Note that you are actually using the application in the role you're testing; any changes you make while testing are applied to the application.

When you temporarily change your role, you see only what users in that role see within your application: including the dashboard page, the list of available reports, and the records and fields they can view and modify. Exception: If you belong to a QuickBase group that has been granted "Full Administration" or "Basic Access with Sharing" permission, some of those permissions may be retained during the temporary role change. In this case, we recommend using one of the other ways listed above to test role settings.

Various aspects of QuickBase access controls can affect how temporarily changing to another role behaves:

To temporarily change your role:

  1. In the upper right on any page, open the Signed in as menu by clicking on your name.

  2. Select  Test as role > Role.
    You are now using the application in the role you selected. A message appears at the top of the page indicating what role you are now using, and remains at the top of the page until you return to your former role:


    Your Role on the Signed in as menu changes to the temporary role, but your role assignment on the Manage Users page remains your former (real) role.  

  3. Click the Click to return to former role link to switch back to your former role. If you had multiple former roles, you are returned to all of those roles.   

Generally, you remain in a temporary role until you click the link to return to your former role.  However, QuickBase automatically returns you to your former role in several cases. You can tell that you have been returned to your former role because the "You are using the app as role Role.  Click to return to former role." message no longer appears at the top of the screen. These cases are:

Share your application with another of your own user accounts

Create a secondary user account, either by creating a new user profile or by registering for QuickBase with an alternate email address, like your Gmail or Hotmail account. Share the application with your alternate account in the role you want to test. Sign out and sign back in as your testing persona. Access the application and make sure you see what users in that role should see.

Share your application with some beta users

Ask a few potential application users to test the application. Share your application with them in the role you want to test. Watch over their shoulders as they navigate your application. Make sure they see what you want them to see.

Also, take this opportunity to get feedback on your application. Do your testers find their tasks easy to accomplish? Does your setup make sense? Could you design the application differently to help them out? Use their feedback to make changes. The more people like your QuickBase application, the more likely they are to use it.

Guide your users by annotating your data-entry forms with help popups that tell users how to enter information. Also, customize your application's dashboard to include instructions and quick links to important features. You can even write a guide for your application. Let QuickBase help you compose an attractive web page and post a link to it on your application's Help menu.

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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