Your app likely has a variety of users who need different levels access to your information. For example, your app may track car sales at your auto dealership. A sales person needs to be able to add and edit records to change pricing and special feature information. The Service department needs to view when a car is purchased so they can get it ready for the customer, but they don’t need to see the purchase price or the sales commission.
To set these different levels of access, use Quickbase Roles. When you share an app with other users, you also assign roles. You can also gather users together in a group and assign a role to that group. The role you assign determines what a user can see and do within the app.
When you create an app, Quickbase creates three roles automatically. These roles are usually Viewer, Participant, and Administrator. However, if you use an app from Quickbase Exchange, the default role names may be different. You can use any of these existing roles, change them to suit your needs, or create your own custom roles from scratch.
When you look at these roles, you'll also notice the option to select none. If you assign a user a role of "none," they will not be able to see or access the app. However, you could choose to include these users in user-type fields in the app.
The default role
When you edit roles in an app, you can set one role as the default role. The default role is the one that is initially selected when you:
Add a user from a form field
What you can control through roles
Each role has its own set of access permissions, or properties, that you define. By creating and configuring roles, you can:
Limit a user's power to view, modify and add records. You can choose the level of access for your users when you create or configure roles. Some users may only have access to view information. Some users may be able to add records, but not modify existing records. Others may have full access to view, add, edit, or delete records. you select a role.)
Limit exactly what records a user can access. You can choose to hide links and prevent access to specific fields and tables for certain roles. You can also fine tune a user’s access based on specific criteria. For example, you could specify that your client can only view records where her company is listed in the customer field or that your employees only view tasks assigned to them. To do this, create a custom rule.
Limit a user's access to UI options. You can also control user actions by hiding some UI features. For example, maybe you don't want users to be able to edit multiple records at once. If you hide this link, the Grid Edit link will not appear for users who have this role.
Note: It's possible for a user to have more than one role within an application. (Read more.)
What about the ability to create apps?
The ability to create apps is not governed by any of the permissions you set up in roles. Permissions assigned to roles are specific to the app. Therefore, you cannot give someone the permissions required to create apps using a role. Billing Account Administrators assign permission to create apps to users on the Manage Billing Account page.