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Fields not populating from parent table for certain roles with View permissions

  • 1.  Fields not populating from parent table for certain roles with View permissions

    Posted 07-22-2022 13:05
    Hi, 
    I have a form in a table "Documents". It has some fields that pull from a parent table "Tasks". In the Document form, the Associated Task field is multiple choice, with other Task lookup fields auto-populating when Associated Task is selected.

    I also setup an Add Document link in the Task form - when link is used, it opens Add Document form, and the Associated Task field in Document form auto-populates along with the other Task lookup fields.

    We have several other roles where we need to limit edit ability in both Documents and Tasks forms. We don't want these roles to edit the Associated Task field in the Document form.

    Our goal is for Administrator role to make Tasks for the other roles - those roles would select Add Document from within their assigned Task, upload a file to the Document record, then mark their Task as complete.

    We need the Task info to auto-populate in Document records so related task info is associated with each Document record, and we don't want the other roles picking the task info - they just need to view it in the Document record.

    The problem is that if I set Associated Task field permissions for the other roles to View, then none of the Task info populates in the Document form - it only populates if we set the Associated Task field to Modify.

    Is there a way for that data to populate in Document form when permissions are set to View?

    Here is the Add Document form from Administrator role view (full permissions), with Task fields auto-populated:


    Here is same form from other role view with all Task fields set to View only:


    Appreciate any help you can give.
    Thank you.









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    Diane Sinawi
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  • 2.  RE: Fields not populating from parent table for certain roles with View permissions

    Posted 07-22-2022 13:11
    I suggest simply making the field for the related task on the documents FORM Properties be set to read only.

    ------------------------------
    Mark Shnier (Your Quickbase Coach)
    mark.shnier@gmail.com
    ------------------------------



  • 3.  RE: Fields not populating from parent table for certain roles with View permissions

    Posted 07-22-2022 13:25
    If I set Related Task to View, nothing pulls through. If I instead set Task Title field ('Associated Task' is the custom label for this field), which is the proxy for Related Task, to View, it works but the Associated Task (Task Title) field is editable, which we don't want.


    ------------------------------
    Diane Sinawi
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  • 4.  RE: Fields not populating from parent table for certain roles with View permissions

    Posted 07-22-2022 13:28
    Don't set it to View permissions.  Just adjust the Form Properties for the field to be "Read Only".

    ------------------------------
    Mark Shnier (Your Quickbase Coach)
    mark.shnier@gmail.com
    ------------------------------



  • 5.  RE: Fields not populating from parent table for certain roles with View permissions

    Posted 07-22-2022 13:47
    If I do that, then Administrator role cannot select a task within Document record if adding new Document from within Document table instead of from a task, which we need to be able to do.

    It sounds like our options are either lose ability for Administrator role to select task in Document record or give other roles that ability?

    ------------------------------
    Diane Sinawi
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  • 6.  RE: Fields not populating from parent table for certain roles with View permissions

    Posted 07-22-2022 13:49
    I was assuming that you were adding a document by launching off the task table. But if you want the Admins to be able to create a document of the documents table then set a form rule that
    WHEN
    Te user is in the role of administrator
    ACTION
    make editable related task

    Also suggest that you make the field for a related task to be required on the form.

    ------------------------------
    Mark Shnier (Your Quickbase Coach)
    mark.shnier@gmail.com
    ------------------------------



  • 7.  RE: Fields not populating from parent table for certain roles with View permissions

    Posted 07-22-2022 14:41
    I can't make it a required field because Administrator role creates document records that are not related to tasks.

    I tried the form rules, but if I make Task Title field read-only in form properties, and then set form rule to make that field editable for Administrator role only, its still not editable for Administrator role.

    If I make the Task Title field editable in form properties and then set form rule to make that field read-only for other roles, the other roles are still able to edit that field.

    I think our best option is to just make the field not editable for all roles. If our Administrator users need to create document record tied to a task, they can do it from within the task. If Administrator users are creating document records not tied to any task, then they don't need those fields anyways. This way, we can keep the other roles from editing a field that they should not.

    ------------------------------
    Diane Sinawi
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  • 8.  RE: Fields not populating from parent table for certain roles with View permissions

    Posted 07-22-2022 17:22
    But I appreciate your suggestions, as some of them I would not have thought to try. Thank you!

    ------------------------------
    Diane Sinawi
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  • 9.  RE: Fields not populating from parent table for certain roles with View permissions

    Posted 07-22-2022 17:24
    I'm actually quite sure that if you made the field editable on the form and have the form rule, then it will only be editable for the admin ....  :)

    So you still may as well try that it it's just a click or two.

    ------------------------------
    Mark Shnier (Your Quickbase Coach)
    mark.shnier@gmail.com
    ------------------------------



  • 10.  RE: Fields not populating from parent table for certain roles with View permissions

    Posted 07-22-2022 17:34
    That worked! I'm sorry, I didn't understand before, it seems counterintuitive to make the field editable and then again editable for Administrator via the rule.

    Thank you so much for sticking with me! :)

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    Diane Sinawi
    ------------------------------