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:
Multiple roles: If you
belong to multiple roles and temporarily change your role, you will
belong only to the temporary role until you return to your former
roles. For example, if you are in both Project Manager and Team
Member roles in the application and temporarily change to a Viewer
role, your only role in the application is Viewer while you test the
application.
Group membership: If
you have shared
your application with a group, remember that groups can be assigned
roles and permissions too. Note that Everyone on the Internet is just a group within QuickBase, one
that allows people who aren't signed in to QuickBase to view data
in your apps. See the exception noted above if you are testing a role
while part of a group that has been granted "Full Administration"
or "Basic Access with Sharing" permission.
Target
Group membership: A Target
Group is set per user on the Manage
Users page and specifies which group's records you can see or
modify when you are in a role whose View
Records and/or Modify Records
table permission is set to "Group's Records". If you
change to a role in which a table's permissions are set to "Group's
Records", you will not be able to view or modify records in that
table. If you set the Target Group for your user while in a temporary
role, QuickBase does not support that action, and automatically returns
you to your former role.
To temporarily change your role:
In the upper right on any page, open the Signed in as
menu by clicking on your name.
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.
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:
An application administrator changes your role by: modifying
the application-level permission of your former role, deleting your
former role, or assigning you to a different role while you are in
the temporary role. If this happens, QuickBase automatically
returns you either to your former role or to the new role to which
you have been assigned.
You or another application administrator copies
the application in which you are using a temporary role. You remain
in your temporary role in the original application. However,
QuickBase returns you to your former role in the new copied application.
You remove a table from a multi-table application by moving
it to a new application while you are using a temporary role.
You remain in your temporary role in the original application.
However, QuickBase returns you to your former role in the new application.
You create a sandbox of the application
(QuickBase Enterprise Edition only). QuickBase returns you to your
former role in sandbox application. If another application administrator
changes a sandbox application and then applies those changes to the
live application, you are returned to your former role in the live
application. If the sandbox changes include changes to your
role, those role changes are applied automatically when the administrator
applies the sandbox changes to the live application.
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