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Automations/user Roles

  • 1.  Automations/user Roles

    Posted 22 days ago
    Hello,

    My application needs to accept records in two different statuses "Draft" and "Review". I have a check box that the user can select to have the record save as a draft (using an automation to say whenever a record is added and check box is checked, set status to Draft). I am doing the same for Review - whenever a record is added and save as draft is not checked - set status to Review.

    This was working well but now the business case has changed. Now, based on user roles, the record should save as a Draft automatically OR they user should have the option. The two user roles are Submitter and Manager.

    If a user in the Submitter role adds a record, the record should always come in as a Draft.
    If a user in the Manager role adds a record, they should have the option to save as a draft.

    Any ideas on how to accomplish this? My automations no longer work since the Submitter does not have access to the check box, they will always come in as unchecked which previously meant set status to Review.

    ------------------------------
    Thanks in advance,
    Jennifer Paschal
    ------------------------------


  • 2.  RE: Automations/user Roles

    Posted 22 days ago
    One choice is to kill the Automaton and rely on Form Rules.  Firm Rules can see the User Role easily.

    You will need two form Rules.

    Rule #1
    When the user is not in the Role Manager, make Read only Status.

    Rule #2
    When the multiple conditions are true

    When
    The user is not in the role Manager
    The Status is blank

    Action
    Change Status to Draft

    and then remember to uncheck the check box at the very bottom so the rule fires all the time.​​

    ------------------------------
    Mark Shnier (YQC)
    Quick Base Solution Provider
    Your Quick Base Coach
    http://QuickBaseCoach.com
    mark.shnier@gmail.com
    ------------------------------



  • 3.  RE: Automations/user Roles

    Posted 22 days ago
    ​I turned off the automations and added rule 2 from above and 2 additional rules for the manager (shown below). The status field is always read only to the user so I did not include that rule. When I tested as the Submitter and added a record the status is blank. Any idea what went wrong?





    ------------------------------
    Thanks in advance,
    Jennifer Paschal
    ------------------------------



  • 4.  RE: Automations/user Roles

    Posted 22 days ago
    Do you have any pink form rule warnings.  The 2nd Rule in your screen shot should work for the Role Submitter.  I don't see anything wrong with it.
    As a debugging idea, if you temporarily disable the other rules and just leave that rule for the Submitter, does it work OK?

    ------------------------------
    Mark Shnier (YQC)
    Quick Base Solution Provider
    Your Quick Base Coach
    http://QuickBaseCoach.com
    mark.shnier@gmail.com
    ------------------------------



  • 5.  RE: Automations/user Roles

    Posted 22 days ago
    ​Do not have any form rules! I turned off the rules and turned them back on again to make sure.

    Tested in each role:

    When I test as Submitter = Draft (correct)
    When I test as TSM (Manager) & leave Save as Draft checkbox unchecked = Review (correct)
    When I test as TSM (Manager) & check the Save as Draft checkbox = Review (incorrect)

    ------------------------------
    Thanks in advance,
    Jennifer Paschal
    ------------------------------



  • 6.  RE: Automations/user Roles

    Posted 22 days ago
    Are your three rules the same now as when you posted them on this thread?

    What happens if you disable the first two Form Rules and leave the third enabled and test in the Role TSM?

    ------------------------------
    Mark Shnier (YQC)
    Quick Base Solution Provider
    Your Quick Base Coach
    http://QuickBaseCoach.com
    mark.shnier@gmail.com
    ------------------------------



  • 7.  RE: Automations/user Roles

    Posted 22 days ago
    Edited by Jennifer Paschal 22 days ago
    Yes, the rules are the same as I posted.

    I disabled the first two and tested the third as a TSM (checkbox = check ie save as a draft) and it, correctly, saved as Draft that time.

    ------------------------------
    Thanks in advance,
    Jennifer Paschal
    ------------------------------



  • 8.  RE: Automations/user Roles

    Posted 22 days ago
    Seems impossible. Are the automations definitely turned off. 

    Mark Shnier
    sent from my iPhone 8





  • 9.  RE: Automations/user Roles

    Posted 22 days ago
    ​Yes, all the automations are off.

    I wonder if it could be this: my organization allows everyone with our domain email to have the default role which in this case is Submitter. IE if you have our domain email and log in to the application (and have not been assigned a role in the application) you are a Submitter. If you have been assigned a role in the application you are that role AND a Submitter. So for example, I have both the Submitter and the Administrator role.

    ------------------------------
    Thanks in advance,
    Jennifer Paschal
    ------------------------------



  • 10.  RE: Automations/user Roles

    Posted 22 days ago
    That is exactly why I had my Rules based on not being in the role manger or bring on the role manager. 

    I assumed all managers were also in the Role submitter 

    Mark Shnier
    sent from my iPhone 8