Hello, I have a table that has a "Warehouse" field and a "Department" Field. I also have roles setup based on Warehouse i.e "California Shipping Manager". I was wondering what the best way is to limit the "California Shipping Manager" role to only be able to view records that have "California" as the location and a set of departments that manager manages? I.e. "Shipping", "receiving", etc. thanks Brian------------------------------Brian Dunk------------------------------

Brian, I am assuming that there are many Warehouses in California. The California Shipping Manager is responsible for all of them. Here is an architecture that breaks this into pieces for all of it. You in the Departments table you are assigning a manager to a Location and Department Type Jim Smith, Shipping, California That table inherits Jim Smith's User info from the Managers Table Once that happens you can use a Pipeline to find all the warehouses in California and create the Warehouse Department records. The Warehouse Department records will inherit the Manager User field from the Department table. You can now build reports in the Warehouse Departments table where the Manager Use is the Current User. Jim Smith will see all the California Warehouse Department records. Reach out on this if it is not perfectly clear.------------------------------Don Larson------------------------------

Thanks so much for the response. Was thinking of using a custom rule for the table I want to limit the records to for that role. Example: When Warehouse = "California" and department = "Shipping". This would limit the California Shipping Superivor role to only records that have those values correct? Brian------------------------------Brian Dunk------------------------------

As far as I know a Custom Data rule on the table does not change what people can view https://helpv2.quickbase.com/hc/en-us/articles/4570135620884 As I read it, that will only impact adding and editing the records. To change what people can see, you can use Reports or Form Rules. Form Rules do not interpret the title of a role. Having a role of California Shipping Manager does not let you reference any of the words like California or Shipping. So you would have to build a rule specific to each Role that show or hide an embedded report on the form. So you could build Tabs for every role and then the form rule would show that Tab when the person is in that role.------------------------------Don Larson------------------------------

Correct. Since you already have Roles by Location, you can make quite complex Custom Permission Rules. If you can't get the flexibility you need in the Customer permission Rules setup, then you can always make a formula checkbox field like [OK for California Shipping Manager to see]. This approach however does not scale very well because if you had say many different locations and many different departments than you don't really want to get into a multitude of Roles. There are better ways to set this up, but maybe you don't need to handle many different restricted Roles at this time, so you way is probably OK and expedient.------------------------------Mark Shnier (Your Quickbase Coach)mark.shnier@gmail.com------------------------------

Ok so maybe I am not seeing something here. When I am in as the Admin role I can see all Employees and all warehouse values. When I switch the role to "North Carolina Manager" that has a custom permission for the Employee table that states for this role show records where warehouse = "North Carolina". When I switch to the role in the role tester only the North Carolina warehouse employees are displayed. Is there something I am missing? Brian------------------------------Brian Dunk------------------------------

Viewing Records Based on Role and Values in Fields

13 Replies

DonLarson
Qrew Commander
11 months ago
Brian,

I am assuming that there are many Warehouses in California.

The California Shipping Manager is responsible for all of them. Here is an architecture that breaks this into pieces for all of it.

You in the Departments table you are assigning a manager to a Location and Department Type

Jim Smith, Shipping, California

That table inherits Jim Smith's User info from the Managers Table

Once that happens you can use a Pipeline to find all the warehouses in California and create the Warehouse Department records.

The Warehouse Department records will inherit the Manager User field from the Department table.

You can now build reports in the Warehouse Departments table where the Manager Use is the Current User.

Jim Smith will see all the California Warehouse Department records.

Reach out on this if it is not perfectly clear.

------------------------------
Don Larson
------------------------------
- BrianDunk
  Qrew Cadet
  11 months ago
  Thanks so much for the response. Was thinking of using a custom rule for the table I want to limit the records to for that role. Example: When Warehouse = "California" and department = "Shipping". This would limit the California Shipping Superivor role to only records that have those values correct?
  
  Brian
  
  ------------------------------
  Brian Dunk
  ------------------------------
  - DonLarson
    Qrew Commander
    11 months ago
    As far as I know a Custom Data rule on the table does not change what people can view
    
    https://helpv2.quickbase.com/hc/en-us/articles/4570135620884
    
    As I read it, that will only impact adding and editing the records.
    
    To change what people can see, you can use Reports or Form Rules. Form Rules do not interpret the title of a role. Having a role of California Shipping Manager does not let you reference any of the words like California or Shipping. So you would have to build a rule specific to each Role that show or hide an embedded report on the form.
    
    So you could build Tabs for every role and then the form rule would show that Tab when the person is in that role.
    
    ------------------------------
    Don Larson
    ------------------------------

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Viewing Records Based on Role and Values in Fields