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.
When you create a role and configure access permissions, you need to test your role settings to ensure that users in that role can see and do exactly what you want.
You can accomplish this in one of the following ways:
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 interact with the application. When you are done testing, you can easily return to your former role.
Note: When you test the role of an application, you actually use the application. so any changes that you make while testing are applied to the application.
When you temporarily change your role, you see only what users in that role see in your application: including the app Home page, the list of available reports, and the records and fields they can view and modify.
Exception: If you belong to a QuickBase group with "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 belong to the temporary role only 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.
Note: The Everyone on the Internet option 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 with "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.
Click the user dropdown on the Global bar, then click Test this app as another role.
Click the role that you want to test from the list.
You are now using the application in the role you select. 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 user dropdown shows the temporary role while you're testing, but your role assignment on the Manage Users page remains your former (real) role.
Click End Test on the message appearing at the top of the page to switch back to your former role.
If you had multiple former roles, you return to all of those roles.
Generally, you remain in a temporary role until you click the link to return to your former role. You can tell that you have your former role because the "Testing as <role> role End Test" message no longer appears at the top of the screen. However, QuickBase automatically returns you to your former role in several cases. 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 an 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 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.
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.
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 app's Home page 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 panel.
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