Roles & Permissions
Quick Base is a no-code, low-code platform used for creating custom solutions for businesses of all industries and sizes. The award-winning platform empowers users to build their own applications with little to no programming knowledge. If you want to learn about roles and permissions, check out the 5 tips and tricks below. For more advanced users, check out the rest of our Knowledge Center!
In Quick Base, roles allow us to differentiate users performing specific jobs within applications. The role that a user is assigned to dictates what they can view and do within each application.
Picture a roofing company: Typically, a sales employee requires access to add and edit records that change pricing, prospects, and estimates. Additionally, the company’s accounting team needs access to view and edit invoices, reconcile accounts, and more. By utilizing Quick Base roles, you can set different levels of access for both departments.
1. Adding a New User Role
In new applications, Quick Base creates three roles automatically: Viewer, Participant, Administrator. You can use these roles as they are, update them, or create new custom roles from scratch.
To create a new role from scratch, follow our step-by-step guide here.
2. Displaying Information for Certain Roles
Since user roles are used to determine what information is visible to a user, it is important to know the different ways this can be manipulated. You can change what information is displayed for a role using Dynamic Form Rules, App-Level, or Field-Level Permissions.
For a detailed how-to on utilizing Field-Level Permissions to display certain information, check out the full article here.
3. Conditional Filters for Record Permissions Using Roles
In Quick Base you can allow use record ‘custom’ record permissions, that allow users to view all records, but only edit certain records. Let’s say each project is assigned a user to the field ‘business manager’. You can set a permission to allow every project to be visible, but only allow users assigned as ‘business manager’ to be able to edit the record.
A couple additional examples where using conditional filters for record permissions using roles might be utilized are:
- Only allowing employees to view their own timesheets
- Allowing Project Managers to edit only projects they have created
- Disallow Sales employees from viewing projects that have been marked as “Archived”
Do you want to learn more about the timesheet example? Follow along here.
4. Denying User Access
One important thing to keep in mind as a Quick Base Admin are user licenses and their access. For instance, when an employee leaves an organization, it is important to deny that user access to your Quick Base realm. When you deny a user, it completely shuts them out from the realm; they can no longer log in or access any QB application – even if they are still listed as a user.
Additionally, you might want to deny users address in these scenarios:
- A case where they own an application that you do not have access to
Note – if they were the app owner and you deny them, the application will not be impacted. But it is advised that from the realm settings you re-assign the owner to someone else.
- Ensure that someone cannot re-invite them by mistake
If you would like to learn how to deny user access, please follow along here.
5. Sharing with Everyone On The Internet
Opening an application to Everyone on The Internet allows users to access your application without being users of Quick Base or without being signed into Quick Base. Users can view and add records, view reports, and interact with data just like registered users.
When would I use this?
- Allowing non-user customers to fill out a questionnaire
- Sending actionable communications to non-users
- Allowing non-user customers to access work order history
Want to learn how? Follow along here.
For more tips-and-tricks and how-to articles about Quick Base development, check out our full Knowledge Base. Here you can find articles ranging from Quick Base’s most basic features to more Outside of the Box ideas.
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