Customize the User Interface by Roles

This topic refers to functionality that is not available to accounts on the QuickBase Essential plan. If the functionality described here does not match what you're seeing in QuickBase, your account is probably on this plan.

QuickBase lets you show or hide selected screen elements from certain user roles. You can also limit the ability to edit multiple records, and hide report customization and creation options from user roles.

Note: When you customize the user interface for different roles, the access permission to information within your application does not change. If you need to secure information, you must set access controls for different roles. When you customize the user interface, it merely hides or displays different elements on the screen.

To configure the user interface by roles:
  1. Choose Users from the Table bar, click SETTINGS, then click Roles.

  2. Under the Role column, click the role that you want, or click + New Role to create a new role.

  3. On the Roles page, click the User Interface tab.

  4. Complete any of the following tasks:

Tip: As you configure screens for different roles, you can test them yourself, using the Test as role feature available from the user dropdown in the Global bar.

Associate the Home page with a role

The Home page appears each time a user opens an application. You can create a custom Home page for each role that you create. In fact, you can have a different Home page for each user, depending upon their role. All you need to do is associate a custom Home page with a role.

To associate the Home page with a role:
  1. Access the role and go to the User Interface tab.

  2. Select the name of the Home page that you want to display for this role from the Role home page list.

    If you don't make a selection, the default Home page displays. (Read how to customize an app Home page.)

Specify which reports you want to appear on a user's list of reports

Imagine that you design some special reports specifically for your sales team and you want to make sure that these reports always appear for them. Likewise, you may not want to clutter up your Research department's reports panel with these sales reports.

You can solve this conundrum by configuring the reports that appear in the reports panel for each role.

To specify access to reports by role:
  1. Access the role and go to the User Interface tab.

  2. Click Set report access, then select the checkbox next to the report that you to make available for this role.

  3. Click Save.

Note: If you select a report from this list, access permission to information in these reports does not change. For example, say a manager has a "salary" report that includes confidential information. If users without the proper permissions select this report, they see only those fields that their permissions allow. To limit or grant access to certain fields and tables, you must use the appropriate controls on the Permissions tab (read how).

Hide Report Customization Options

Even though you may want some users to view some of your reports, you don't necessarily want them to edit or change them. When this is the case, you can make sure that users in a particular role are not able to create or customize reports.

To hide report customization options:
  1. Access the role and go to the User Interface tab.

  2. Select the Hide UI for creating or customizing reports checkbox.

  3. If you want to restrict the role even further, you can choose to hide the My personal settings in <app> link, which will prevent users in the role from creating personal reports and emails.

Note:  If you check the Hide UI for creating or customizing reports option for a particular role, make sure you also clear the checkmark to save common reports for this role, otherwise users in this particular role can create common reports, but can never edit them. For more information, see the following figure:

Hide one or more UI options

When you grant a role Basic Access, QuickBase automatically hides the Users button on the Table bar. If you want a role with Basic Access to be able to share and manage users, grant it Basic Access with Sharing (read how).

To hide one or more UI options:
  1. Access the role and go to the User Interface tab.

  2. Under Menu & Table Display, select the checkbox next to the item that you want to hide.

    Note: The Test as another role menu item appears in the user dropdown on the Global bar. You can hide this option by role just as you can for other UI options.


Hide one or more tables

You can use this feature to lower the profile of a table or two. Tables in an application appear in the Table bar. If you don't want a table to appear here for a particular role, just let QuickBase know. The User Interface tab displays a list of all your application's tables.

Note: Hiding a table does not limit permissions to access the table. To limit a user's access to a particular table or its fields, you must set the appropriate controls on the Permissions tab (read how).

To hide one or more tables:
  1. Access the role and go to the User Interface tab.

  2. In the Hide in Table Bar column, click the checkmark for each table that you want to hide.

Hide Add buttons and links

You can also hide Add buttons and links for one or more tables.

Many developers design their applications to guide a user's workflow path. For example, one may add some HTML to the app Home page that includes a link for adding records. In this case you may not want a user to add a record any other way. Keep users on track by hiding the + New buttons. (In your application, this button may say something like + New Task or + New Contact depending on what you call your records.)

Note: Hiding Add options from users does not limit their ability to add records. To limit a role's ability to add records, you must set the appropriate controls on the Permissions tab (read how).

To hide Add buttons and links:
  1. Access the role and go to the User Interface tab.

  2. In the Hide Add Button/Links column, click the checkmark for each table for which you want to hide Add buttons or links.

Limit the ability to edit multiple records

To prohibit users from making sweeping changes in your application, turn off their ability to edit multiple records. When you do so, QuickBase doesn't let a user execute a search & replace operation, import data, or enter grid edit mode.

To limit the ability to edit multiple records:
  1. Access the role and go to the User Interface tab.

  2. In the Hide Multi-record Options column, click the checkmark for each table for which you want to hide Add buttons or links.

Hide Email buttons and links

You can also hide Email buttons and links for one or more tables. This action will hide the Email link on the Page bar, the More > New notification menu option on records, and the More > New subscription menu option on reports and embedded reports, and in search results.

If you are interested in controlling the ways in which QuickBase data may be emailed, you may also be interested in the Hide personal settings link checkbox, which removes the user in the role's ability to create personal email notifications and subscriptions.

To hide Email buttons and links:
  1. Access the role and go to the User Interface tab.

  2. In the Hide Email Button/Links column, click the checkmark for each table for which you want to hide Email buttons or links.

Hide Print links

You can also hide Print links for one or more tables. This action will hide the Print this page link on the app Home page, as well as the various options to print records, reports, embedded reports, table Home pages, and search results.

To hide Print buttons and links:
  1. Access the role and go to the User Interface tab.

  2. In the Hide Print Links column, click the checkmark for each table for which you want to hide Print links.

Related Topics:

 

Return to top   

© 1999-2014   Intuit Inc.  All rights reserved.  Legal Notices.