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Setting permissions for master table based on details records “connected” to signed-in user
A customer recently asked for a way to limit a user to be able to see only those Client master records for which the user has related Opportunities records. One reason this could be useful is to avoid exposing a business’ entire Client data table to the sales force or other employees, and yet allowing access to data that are relevant and needed to perform the employee’s job.
I thought it could be interesting to share here a generic way to set permissions for a role to be able to view only Master records which have related Details records that are “connected” to the signed-in current user.
There are at least two approaches. The one described here does not necessitate creating a field in the Details table, although a field will need to be created in the Master table.
1. Create a new Summary field in the Master table. See “Creating a Summary Field.”
Choose the option “The number of <Details> related to that <Master>”
Set the optional Matching Criteria to “Only summarize records where the following is true in <Detail>”:
[Some User-type field] “is the current user”
Click OK and choose a name for the new summary field > OK.
2. Create a custom access rule for the Role and the Master table. See “Creating a Custom Access Rule.”
From menu Customize > Roles > select a Role > scroll to the <Master> table:
View Records > “Custom Rule” > edit > pick the summary field created above > “is greater than” > “0″ > Accept Rule
Possible examples of application:
Allowing a user to view only those project records which have one or more tasks with the [Assigned To] field value set to that signed-in current user. Or, allowing a user to view only those contact master records which have one or more activites assigned to that user.
For more details see the KnowledgeBase article: “How can I set Permissions for a Role to be able to view only Master records which have related Details records that are “connected” to me?“
About C L Kim
Software is my first love... and being in the Product Development group here at QuickBase exposes me to opportunities to try out cool stuff.
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Alexandra Levit’s goal is to help people find meaningful jobs - quickly and simply - and to succeed beyond measure once they get there. Follow her @alevit.
Alison Green writes the popular Ask a Manager blog where she dispenses advice on career, job search, and management issues. She's also the co-author of Managing to Change the World: The Nonprofit Leader's Guide to Getting Results and former chief of staff of a successful nonprofit organization, where she oversaw day-to-day staff management, hiring, firing, and employee development.
Anita Bruzzese is a syndicated columnist for Gannett/USA Today on workplace issues and the author of “45 Things You Do That Drive Your Boss Crazy.” She has been on the Today show, and quoted in publications such as O, The Oprah Magazine, Glamour, Self.com and BusinessWeek.com. Her website, 45things.com, is listed on the Forbes top 100 websites for women.
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