cascading conditional drop downs - letting users make a selection but not add a new entry

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Hello - I have several tables that are related with conditional cascading drop down choices on a main data entry form. When I built it, I followed the online help instructions and QB seemed to do a lot automatically. The result works but each drop down allows users to enter a new choice. I want them to be able to choose from what is there but not be able to add a new choice.

Right now I have permissions assigned based on role so only administrators can enter the data for these fields. I would like to open it to the general users to add the info but I don't want them adding additional choices.

The form pulls the choices from a related field in a related table - is it in the related field that I would need to set up the drop down parameters (that is, make it a multiple choice drop down but don't let users add to it)?

Thank you!
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Mary

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Posted 6 years ago

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Mark_Shnier

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Can you back off for a moment about your cascading drop downs and describe you table structure and relationships.  It could be that you need to have a middle table a so called Many to Many table.

If for example,  your app is analogous to an Order entry app where One order has many Order lines (chosen from a Catalogue of standard items) and of course one Catalogue item is used on many order lines, then you will need to have that middle table.
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Mary

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Trying to respond but it is complicated (of course) and I don't see a way to attach images (?)

Four tables - Products, Capabilities, Families and Groups. Products is the main table and is related to the other three with a many to one relationship (many products can have one capability, one family and one group). The capability table is related to the family table one to many (a capability can have many families). The family table is related to the groups table one to many ( family can have many groups).

A user can add a product - choose a primary capability then a family (based on the capability) and then a group (based on the family).
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Mark_Shnier

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BTW, to attach an image you need to do a new "Answer", since comments can't do that.  I now understand your setup. Thx.  Let me start with the obvious.  You do not want regular users to be creating new Capabilities, Families and Groups.  Have you adjusted their Role so they cannot Add or Delete entries in those tables.  I have not tested but i would hope  that QuickBase would be smart enough not to offer up the add new Capability if its not going to allow the user to save the added record.
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QuickBasePros (Laura Thacker), Champion

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Make sure your other roles cannot "Add" records to the table and the "Add another Choice" option will disappear for those users. You will continue to see it because of your role. If you do the "test as role" feature, you should be able to see that those other roles cannot add records to your source-data tables.

Also, in the multiple-choice fields you want to turn off the ability for Users to "add new choices" in the field characteristics to prevent them from adding choices to individual fields (rather than records in a related table).