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When you're setting up roles in QuickBase, applying the proper permission settings makes all the difference. You use roles to set access rights to all aspects of your application. You can also control a user's experience within your application by configuring the user interface for a particular role.
When you configure roles, you set up both application-level permissions and table-specific permissions.
You set up application-level permissions to define a fundamental level of access to your application
Tip: If you only want to set a role's table-specific record permissions and saved report permissions, you can also set these by selecting a table on the Table bar, clicking SETTINGS, then clicking Access to get to the table-level permissions.
Access role permission settings by going to the app Home page, clicking SETTINGS on the Page bar, then clicking Roles. Click the role name to access role permission settings.
For each role, you can set up any of the following access permissions to your application:
Choose this level for a role that will view and use your application but shouldn't access administrative controls. Users at this level won't see the Users button on the Table bar or be able to customize application structure.
This option does NOT grant users the ability to customize the application or manage users.
You can allow users with basic access to edit field properties. To grant this ability, turn on the Edit Field Properties checkbox for some or all tables.
This option grants Basic Access permissions and adds the ability to add and invite other users to the application. Users in a role with Basic Access with Sharing permissions can also manage all users in an application. This option does NOT grant users the ability to customize the application.
Note that when a user with this level of access shares an application, QuickBase won't let them grant or revoke Full Administration access for any user.
This level grants access to all administrative controls required to customize application structure and access permissions. A person assigned to this role is usually the application manager but could also be someone a manager has asked to help out with administrative duties.
When you give a role Full Administration access to an application, all users in that role can:
For each role, select the Disable access to app for users with this role checkbox if you want to prevent users in the role from accessing your application.
Once you determined a role's basic access to the application, you can fine-tune access further by setting up permissions for each table in the application.
For each table, you can define a role's ability to view, modify, add, or delete records.
Use the Add and Delete columns to specify whether a user in this role should be able to add or delete records in the table.
Use the dropdowns in the View and Modify columns to specify which records a user in this role should be able to see and/or change. For example, if you want to let the role see any record in the table, you'd click the View dropdown and select All Records. Your choices in both dropdowns include:
Grants view or modify rights to any record within the table.
Grants view or modify rights to only those records created by a user belonging to a group you can specify after you make this selection. (Read more.)
This choice lets you set specific parameters for access. For example, you could let a user see only those records where their company appears within the Customer field. After you select this option, click the edit link that appears to the right of the field to configure your custom rule.
Grants no access to the table. (If you select None within the View dropdown, the Modify dropdown automatically defaults to None too.)
When user is in 'list-user field'
Grants view or modify rights only to those records in which the user is one of the members of a specific list-user field.
When user is 'user field'
Grants view or modify rights only to those records in which the user appears in a specific user field.
When user is 'Record Owner'
Lets users view or modify only those records they create.
When user is 'Modified By'
Grants view or modify rights only to the user who last modified the record.
Use the Save Common Reports column if you want users to be able to save reports that will appear to all users of your app. (When you turn this option off, users in the role can still create and display a report, and save it as a personal report for their own reference. Read more.)
Use the Edit Field Properties checkbox to grant a user in this role the ability to edit field properties within the corresponding table. Use this option when you want to grant field editing permissions to a user who has Basic Access or Basic Access with Sharing permissions. Users in a role with this option checked will be able to access field properties by right-clicking on a field name from within any report or form.
Remember, this option controls access to field properties from reports and forms only. Users who have Full Administration permissions for the application will be able to access field properties from the SETTINGS page regardless of whether this option is selected.
Use the dropdown in the Fields column to grant field access to users in the role.
Grants users in this role full access to all fields in the table.
Forbids users in this role access to all fields in the table. If you have a table in your app with no fields defined, this selection will be the default for that table.
Grants access to only selected fields in the table, or excludes fields from view. QuickBase displays the table's fields in the Custom Field Access dialog, which is used to set up restricted fields.
Tip: You can also set the access permissions for a field from within that field's properties page. Field access controls appear within Permissions section, when you turn on the Restrict Permissions by role checkbox.
Create a new role, or access an existing role.
Within the Roles page, click the Permissions tab.
Specify application-level access for the role.
Set permissions for each table in your application.
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