Forum Discussion

BuddyWebster's avatar
BuddyWebster
Qrew Member
5 years ago

User Dashboard Only Access

Is there a way to give a single user access so that when they login they only see information and projects that are associated with them, without them being the record owner?  For example, we have an API dumping AWS information into Quick Base and we want to give a single user access to view that data only pertains to them.  Our current thought is to create a single user, create a role for the user, and create a dashboard for that single user.  In other words, their could be 25 users, 25 roles, and 25 dashboards.

App home pages
reports and charts
roles and permissions

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  • MarkShnier__You's avatar
    MarkShnier__You
    Qrew Champion
    5 years ago
    Do  not go that route, it will make you crazy.

    A better way is to set up a table of users where the key field is the user.  Then have a field on that record which associated that user with a field that identifies which records are theirs.  e.g. say these are Branches and you assign the userid for John Smith to be handling Chicago Branch code CHI.

    Then make a relationship from that user table to the AWS transactions table and for the reference field in the relationship use a formula user field called [Current User] with a formula of User().  Look up that CHI branch code field.

    Then using Permissions or report filters have the user see only transactions where the branch code = the lookup of that user's assigned branch code.

    So the net is just one Dashboard, just one Role and a table with 25 users.

    .. and you will retain your current level of sanity, whatever that may be.



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    Mark Shnier (YQC)
    Quick Base Solution Provider
    Your Quick Base Coach
    http://QuickBaseCoach.com
    markshnier2@gmail.com
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    • BuddyWebster's avatar
      BuddyWebster
      Qrew Member
      5 years ago
      Thanks for the response.

      To help clarify on our end, the current user is the client and the client can have many projects (AWS data).

      Thanks again.

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      BW
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      • MarkShnier__You's avatar
        MarkShnier__You
        Qrew Champion
        5 years ago
        Perfect, so the AWS data will have the client name on the record.  So you associate a client name wth each user and then use Permissions to have a single Role Custom Rule that says that the role can see AWS records where the Client Name = the lookup of the current user restricted to client name.  You will probably need to make that a checkbox formula field for the rule to use.

        ------------------------------
        Mark Shnier (YQC)
        Quick Base Solution Provider
        Your Quick Base Coach
        http://QuickBaseCoach.com
        markshnier2@gmail.com
        ------------------------------
  • BabiPanjikar's avatar
    BabiPanjikar
    Qrew Assistant Captain
    5 years ago
    To make this more simpler to manage, while you are dumping AWS data into quickbase, create a user field (lets say, client user) in your quickbase table. While pushing the data via API, push the client email address into the QB user field (client user) along with other information.

    On  your QB table, create a formula fields to control the permissions for users.  I usually control the permissions using formula fields and then use this field in roles to give custom permissions to user role.

    Example:
    View allowed-Client User (Formula Text) = If [Client User] = User(), "Yes", "No")
    Edit allowed-Client User (Formula Text) = If [Client User] = User(), "Yes", "No")

    With formula fields you can achieve and control complex permission.

    Now go to user roles and set custom permissions on
    view  => use View Allowed-Client User ='Yes'
    Edit  => use View Allowed-Client User ='Yes'


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    Babi Panjikar
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