Associate a Custom Form with Roles

Once you've created a custom form, you need to tell QuickBase when to display your handiwork. Associating forms with roles and reports helps you control what users see and do within your application. Not only can you have a form for each role, you can have four forms for each role: an add form, a view form, and an edit form. Or, you can associate a form with a specific report. Read how.

Say that one employee profile is filled out by many different staff members:

All these players need to see and complete different fields.

Design a different form for each of these roles. You can even design different forms for the same role, which vary based on whether the user is adding, editing or viewing the form.  Then, following the steps in this topic, associate each role with the form you want to show in each instance.

Tip: You can also hide and show form elements by role with form rules. Read more.

Tip: If users will be accessing the application on mobile devices, such as smartphones or tablets, read tips for making mobile-friendly forms.

To associate a form with a role

  1. Open table forms in one of the following ways:

  2. Click Show how each role use forms to expand the section.

  3. Associate forms with roles by clicking the dropdown in the View Form, Add Form, and Edit Form columns for a role and selecting the form to use for that role. Your changes are saved automatically as you make them.

    For example, if you choose a custom form within the Manager role's Add Form dropdown, all users in the Manager role will see that form when they add a record. If you make no selection here, QuickBase automatically displays the built-in form produced by the program, which contains all fields.

    To make a custom form automatically appear to all roles, click the dropdowns in the Everyone row to associate it with view, edit, and add forms, respectively. Any selections you make for other roles will override the selection in the Everyone row for that particular role.

  4. Click the Grid Edit dropdown to set your grid edit preferences for a role.  Your changes are saved automatically as you make them.

    To apply the grid edit setting to all roles, select your preference from the Everyone row's Grid Edit dropdown. Any selections you make for other roles will override the selection in the Everyone row for that particular role.  

Note: A user can have multiple roles within an application. When that happens, QuickBase must choose a role, so the program can determine which form to display when the user edits, views, or adds records. To do this, QuickBase checks each role's priority and displays the form associated with the highest priority role. To learn how to set priorities for roles, see the Reordering Role Priorities help topic.

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