Usually, many people need to access your Quickbase apps to review and add data or contribute to processes and workflows. App admins and app managers can share Quickbase apps with other Quickbase users and people without Quickbase accounts, often referred to as anonymous users. This article gives more detail on each method and links to more resources.
In this article
Invite other Quickbase users to your apps
From the Users page of your app, you have the option to Share app with new user. Select this option to share your app with:
- People with existing user accounts
- People who don't have Quickbase accounts yet
Some realms might only allow realm admins, not app admins, to invite people who don't yet have Quickbase accounts.
Learn more about how to share your app with new users.
Use roles to enhance security
When you share your app with new users, they are required to access Quickbase using authorized credentials. For example, they might sign in directly or get access through a service like Single Sign-On (SSO). This is the most secure way to share your app because only verified users access data.
Use roles to add more granular security to your app. Not everyone who sees your app needs to see all its data. Use Quickbase’s default roles or create custom roles that control what data users can view, modify, and add. To limit exactly what records users can access, create custom rules.
When you invite users to your app, you assign them a role. You can change or modify their role at any time.
Learn more about roles.
Share apps with non-Quickbase users
In limited circumstances, apps may need to be exposed to people who do not have Quickbase user accounts. You can add a special group to your app called Everyone on the Internet (EOTI) to address this need.
About Everyone on the Internet (EOTI)
EOTI is a group you can add to allow broad access to your app. Using this group allows anonymous users—users who have not signed in—to view or add data to your app. Like other users or groups, you assign EOTI a role. The actions anonymous users can take in the app depend on the permissions assigned to their role.
Account admins decide if EOTI is available for apps in the account. If admins have set it up, Everyone on the Internet is available in your list of groups.
For more details on how to set up EOTI, see Sharing apps publicly.
When to use the EOTI group
Use the EOTI group when you need to offer anonymous users limited access to your app. For example, maybe you need to set up surveys, appointment requests, or feedback forms. You can use the EOTI group to allow customers to access Quickbase to fill out information, possibly without them even knowing they are using a Quickbase app.
Learn more in Example use cases for sharing apps publicly.
You must use the EOTI group in accordance with Quickbase’s Acceptable Use Policy, which means never using it in a way that exposes sensitive, confidential, or personal information. You cannot use it to emulate user credentials. Learn more in Acceptable use of the Everyone on the Internet (EOTI) group.
To help you keep track of tables that have EOTI access, Quickbase shows a Public tag on the table settings page.
Security of the EOTI group
The EOTI group allows for extending your Quickbase apps deep into an organization or externally to your customers, but it also introduces risks. Because users are anonymous, there is limited accountability or tracking of actions the users take in the app.
Use of EOTI should be carefully considered by app builders, administrators, and security teams. More information about Quickbase security can be found on our Security and Compliance page.
Mitigating risks of sharing apps publicly
There are several things you can do to mitigate the risk of sharing apps publicly. These include:
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Set up secure public links to provide precise access to parts of your app
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Assign EOTI a role with custom table-specific permissions to limit what EOTI users can view
Learn more about each of these suggestions in Mitigating risks of sharing apps publicly.