Custom rule for deleting a record, possible?

Question

When you go into a table's access panel to view the roles and their permissions against it, you have the option to make custom rules for the viewing and modifying of a record. There is no option like this available for the deleting of a record. Just a checkbox to enable/disable deletion.

Is there anyway from within QuickBase that I can create a custom rule to allow deletions of a record except for specific rule base settings?

My specific example is this.

I have several records, along with table relationship fields listed in it. I want to block a record from being deleted (user cannot click the delete button, or it isn't completed) when a specific field is "checked", such as a "record locked" field.

Here is a screen shot (view/modify have it, but the delete only has the checkbox)

Maybe this is a new feature request? Hoping there is a way for me to do this without that request/wait time.

Thank you!

laurathacker · Answer

The way I handle deletions is to build a custom method for users to "mark" a record for deletion. This triggers a change to the record which can hide it from the Users; but not from administrators. Administrators are then notified by email (notification or subscription) of records to delete. They make the final decision to delete or not. Once data is deleted it is gone. Mistakes are easily made. This method for me ensures that data is not "accidentally" deleted, which results in a lengthy process with Quick Base to retrieve lost data. Also, often data is "connected"; so that means the deletion process is likely more than just a single-table of records.

Another methodology I deploy is to create a delete-only Administrator Role. This means that even Admins cannot delete records unless they switch to a role using the "test as a role" feature. This prevents even Admins from accidentally deleting records they do not mean to (and trust me, this happens more often than it should). If they have to switch roles, it means they know they are deleting records from a given table.

You can then have other triggers delete child-connected records; or build a button to do all the deletions itself. Make this button visible only to the Roles that should be allowed to delete.

This helps protect your data; and protects you from additional administrative work/liaison in the event of a mistake. It's much easier to "uncheck" a box or empty a date value than to retrieve lost records.

gauravsharma3 · Answer

Hi, there is no native solution to solve this problem. but, you can easily hide the delete button with the help of some code.

Create a formula-Rich text field and paste the following code.

If([Your checkbox field]=true,    "<img src=\"/i/clear2x2.gif\" " &  "onload=\"javascript:if(typeof QBU=='undefined'){QBU={};$('#deleteButton').hide();}\">", "")

Just try this and let me know if this solution works for you.

Thanks,
Gaurav

quickbasecoachd · Answer

Here is another approach.&nbsp; Make an Automation to delete the record when a certain checkbox is checked.&nbsp; The automation run under the Permissions authority of who created it (actually who last modified it).So sort of by remote control, the user can request the automation to fire.Then you have infinite control over who can see or edit that checkbox field and even if the user does not have permissions to delete record, that can "phone a friend" (if you remember that TV show "Who wants to be a millionaire"), and ask them for help.

laurathacker · Answer

Mark - this is a nice approach too.&nbsp; Since Automations is new; it is interesting to see all the different ways in which this feature can be used to replace older clunky work arounds /mechanisms.&nbsp; Personally, I still have concerns over accidental deletion of records, even by Administrators - which I have sadly seen too often.

quickbasecoachd · Answer

The other approach that i used to use was a webhook to delete the single record.&nbsp; But there is some 'coding" syntax involved in setting up a webhook, so I would not try to guide someone though that coding on this forum.

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Custom rule for deleting a record, possible?

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