Managing Access for Table Records

It’s likely that your database is intended for different users or groups of users (co-workers, partners or customers) and your business process requires different access to the information for different users. For instance, your database tracks apartment rentals. A realtor or a sales manager needs to be able to add and edit records, manipulating pricing and requests for apartment facilities. But you don't want them to see sales commission figures of each other. You as a database owner or a chief need to see the quantity of deals and revenue, but you don't want realtors to be able to edit or see these records.

In such a case the TeamDesk system presupposes various groups of users with different access rights. Each user group is called Role and can have special access rights to table records. There are four possible types of rights that can be applied to table records:

To set rights for each user role:

Click the Setup link in the top right corner of the window.

Click on a table you need.

From the setup menu select Tables > Manage access for table records. The system will open the following form:

Use the fields to specify access rights for each user role:

Option

Description

Allow View

From the Allow View list select what type of records a certain user group can view:

  • All Records
  • Own Records
  • None
  • Custom Rule (select this option to expand a supplementary field below the drop-down list; enter the necessary formula* into the field)

Please note, that only viewable records can be modified or deleted by a user.

Allow Modify

From the Allow Modify list select what type of records a certain user group can modify:

  • All Viewable Records
  • Own Records
  • None
  • Custom Rule (select this option to expand a supplementary field below the drop-down list; enter the necessary formula* into the field)

Allow Add

With the help of the Allow Add list specify if a certain user group can add records to the table:

  • Select Yes to allow adding records;
  • Select No to prohibit adding records;
  • Select Custom Rule to expand a supplementary field below the drop-down list; enter the necessary formula* into the field.

Allow Delete

From the Allow Delete list select what type of records a certain user group can delete:

  • All Viewable Records
  • Own Records
  • None
  • Custom Rule (select this option to expand a supplementary field below the drop-down list; enter the necessary formula* into the field)

When finished, click Save to apply specified access rights. Click Cancel to discard changes.

* You can generate a formula using the Filter option in the View. At first, create a View, activate the “Only records that meet certain criteria” option in the Filter section and indicate necessary criteria, then Save this view. Reopen the created View and activate the “Custom formula” field after that the necessary formula will be generated. Copy this formula and Paste it to the Custom Rule.

Next: Importing Data into a Table