Create a Custom Rule

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.

How do you control access to a specific record in your application? How do you limit a user's modify rights to include only those records where he is the user in the Assigned to field?

Custom rules give you the fine-tuning necessary to control access at this level. Create a custom rule when you want to use data from records to control permissions access. For example, you can create a rule that lets users see only those records where their own company is listed in the Client field. When users to whom you assign this role open any report, they can only view those records that match the specified criteria. You set custom rules within the View and Modify properties of a role.

To create a custom rule:
  1. Choose Users from the Table bar, then click Manage Roles on the Page bar.

  2. Click the name of the role that you want to change or create a new role.

  3. Click the Permissions tab.

  4. Locate the table for which you want to set the rule and select Custom Rule from the dropdown in the table's View or Modify column.

  5. Select the field to which you want to apply the custom rule.

  6. Enter one or more filter criteria to select the records that the custom rule will apply to.

    Unlike filter criteria for reports, you may not choose whether any or all of the criteria will be applied to select records. All of the criteria you create here will be used to select records that the custom rule will apply to.

    Example: If you have set filter criteria for "Approved is checked" and
    "Start Date is on or after today", both these criteria will be applied to records when choosing which records are affected by the custom rule.

  7. To apply your custom rule to another field or to delete a field, hover your mouse over the field dropdown. Plus and minus sign icons appear to the right of the field. Use the plus sign () icon to add another line of filter criteria. Use the minus sign ()  icon to delete the current line

  8. Click Save.

Note: Custom rules are not persistent. In other words, if you define a custom rule and then select another permission level within the role's View or Modify properties, your custom rule settings disappear. You can't "switch back" to the custom rule you previously defined. You must start from scratch and define the custom rule again.

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