How do I set up different report results for a role depending on where they are looking?

  • 0
  • 1
  • Question
  • Updated 3 years ago
  • Answered
Project Table is parent to Time Entry Table. The Time Entry form shows active projects only. The Administrator Role can see all active projects in the Time Entry form, while the Team Member role can only see active projects that they are assigned to.

On the Team Member home page, I want to display a report that shows all active projects, not just the ones they are assigned to. I might be overthinking this one, but how do I do this? What is the simplest method?

Thanks
Photo of Robin CC

Robin CC

  • 170 Points 100 badge 2x thumb

Posted 3 years ago

  • 0
  • 1
Photo of QuickBaseCoach App Dev./Training

QuickBaseCoach App Dev./Training, Champion

  • 62,448 Points 50k badge 2x thumb
I suggest opening up these Users to see all Projects. That will take care of the Dashboard.

You have not said how team members are assigned to Projects. But for example, they may be assigned by adding their userid to a ListUser fields.

It sounds like you want to be sure that when entering time entries, the staff see a clean drop down of just projects they are assigned to.

Do all you do is to make s a report called drop down list of my projects filtered on where the ListUser field of staff assigned includes "the current user". I'm pretty sure it will be offered up as an option but if not just make a field called [Current User] with the formula User(). Then on the form Properties for that drop down field to choose a Project, set the form to use that Report.
Photo of Robin CC

Robin CC

  • 170 Points 100 badge 2x thumb
Hi Mark. Here is more detail about how it all worked up to this point.

Here is how I assign a team member to a project >>  I open the project record, click on a URL button that takes me to a form in the Project Team table (also a child table to Projects Table), and from there I choose the employee name from a list that is a lookup to the Employee Table.  Of course, the Employee table is also a parent to the Time Entry table.  

Here is how Active projects are determined in the Time Entry Table >> A Report in the Projects table filters to active projects and is used in the Time Entry form in place of the standard record picker.     

Prior to working on this new endeavor, the way the Team Members would see a list of ONLY their assigned AND active projects in the Time Entry table was as follows >> Summary field called [# of isowner PT] in the Projects table would count the number  of Project Teams related to that Project.  Then, in the permissions of the projects table for the team member role there was a custom rule that said [# of isowner PT] is greater than 0.  In order to display all records in the Team Member dashboard, I have since had to disable this rule.    .
Photo of QuickBaseCoach App Dev./Training

QuickBaseCoach App Dev./Training, Champion

  • 62,448 Points 50k badge 2x thumb
Can you make a summary field on projects for # of Team member records where current user is the  team member.

Then on the drop down list of Projects have that field >0 as an additional filter.