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How do I set up Grid Edit by role and verify what each role sees?
You can determine what grid edit looks like to each role. To do so, you need to:
ensure users in the role are allowed to edit multiple records at once
assign a form to the role for use in grid edit
The QuickBase online help currently explains how to assign a form to the role, but does not contain instructions on enabling multi-record edit for the role. This Knowledge Base article describes both.
Ensure users in the role can edit multiple records at once
For each role, you establish User Interface permissions which determine the UI features that users in the role are allowed to view and use. On the User Interface tab for each role, you'll see a listing of tables available in the application. Here, you can prevent users assigned to the role from:
seeing an entire table (Hide tables)
adding records to a table (Hide Default "Add" Button)
being able to edit multiple records at once (Hide Multi-record Operations)
If, for any table, you've selected Hide Multi-record Operations, users in the role will not be able to use grid-edit on the table, regardless of any other settings at the form or report level. If you want to be sure the role can use grid edit, be sure that Hide Multi-record Operations is not selected for the table.
Assign a form to a role for use in grid edit
Once you are sure that users in the role are allowed to perform multi-record operations on a table, you need to assign a form to the role for use in grid edit. When a user in the role clicks grid edit, they'll see the fields on that form, in the same order that they appear on the form. If you want, you can even disable grid edit for a particular role.
1. In the table bar on any application page, click the table you want to configure. Within the menu that appears, select Customize - tablename-- table > Forms.
2. Within the forms tab, click the Forms Usage + plus sign (if it's not already expanded).
3. Set grid edit preferences by role. The forms usage section contains a table. Each table row is a role in your application. The column in the far right is Grid Edit. Selections here let you do the following:
To turn off grid edit select from the Grid Edit dropdown. When you do, the Grid Edit link never appears as an option for users in the role.
If you want grid edit to display the same columns as are displayed in the report from which the user invokes grid edit, select from the Grid Edit dropdown.
If you want Grid Edit to display only fields that a custom form displays, select the form name from the Grid Edit dropdown.
4. To apply the grid edit setting to all roles, select your preference from the Default row's Grid Edit dropdown. To apply the setting to a specific role, select your preference from that role's Grid Edit dropdown. (Note: you can set a preference for all roles in the Default row and override the setting for a specific role by choosing a different option in that role's dropdown.)
5. Click Apply Changes to save your settings.
Note: A user can have multiple roles within an application. When that happens, QuickBase must choose a role, so the program can determine which form to display when the user edits, views or adds records. To do this, QuickBase checks each role's priority and displays the form associated with the highest priority role. To learn how to set priorities for roles, see the Reordering Role Priorities help topic.
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