Specify which Reports QuickBase Offers a User

Imagine that you've designed some special reports specifically for your sales team and you want to make sure that these report selections always appear on menus that your sales team sees. Likewise, you may not want to clutter up your Research department's menus with these sales reports. You can solve this conundrum by telling QuickBase which reports should appear as options for each role. Note that if you decide to embed a report on your application's Dashboard page, all roles will see it on menus in spite of any other settings you've made.

Specifying reports does NOT affect data access permissions

When you assign a report to a role, the report appears as a menu option for users in that role. The goal is to provide users with shortcuts to reports that are helpful to them and others in their role. Assigning a report to one role does NOT mean that users in other roles can't access to the data in that report. Sure, users in other roles may not see the report you created on their menus, but they could still craft it themselves or find the values it contains by conducting a search. This feature does NOT hide or protect sensitive data. If you need to secure data, set up access permissions instead.

QuickBase gives you a few places from which to set your preferences. You can:

Assign a report to roles

You can assign a report to a role when you save the report or assign multiple roles to multiple reports at once, using the Roles and Reports screen.

To assign a report to roles when you create the report:

When you are creating a new report, and you choose Common (shared) access in the Basics section, the May be viewed by dropdown contains the following choices to limit access to the new report:

To assign multiple reports to multiple roles at once via the Roles and Reports screen:

  1. In the menu bar on any application page, select Users > Roles and Reports Matrix. QuickBase displays a list of all your application's reports. On the right, are columns—one for each Role.

    Tip: You can also access this page in two other ways:

  2. Set reports by role.

    To specify which report should appear to a particular role, locate the report in the list. Next, within each role column specify whether or not the role should see the report as an option on menus. To have the report appear to the role, activate the check in that role's column. To hide the name of the report from a role, deactivate the check in the role's column. Your changes are saved as you work.


Tip: If you have a lot of roles, columns may stretch far to the right of the screen, making it hard to keep track of which reports you're activating for roles on the far right. When you need to scroll right, the Table and Report columns remain visible on the left.

Specify which reports should be available to a role

To specify which reports should be available to a role, while you're customizing a role.

  1. In the menu bar on any application page, select Customize > Roles.

  2. Click the User Interface tab.

  3. Click the Set report access link.

  4. Turn on the checkboxes next to each report you want the role to see as an option.

  5. Click Save.

Note: Again, adding or removing a report from a role's menus does NOT limit or grant permissions to all information within these reports. For example, say a manager has a "salary" report that includes confidential information. If a user without the proper permissions clicks on this report, he'll see only those fields that his permissions allow. If you want to limit or grant access to certain fields and tables, you must do so using the appropriate controls within the Role screen's Permissions tab. (Read about configuring role permissions.)

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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