Built-in Administrative Roles

You may know about Quick Base roles – for example, there are example roles included with each app. These roles (and others you create) are available via the app settings, and you can alter them to suit your business needs. Quick Base also has several built-in administrative roles with various capabilities. These roles are:

  • Account Admin

  • Billing Account Admin

  • Realm Admin

  • App Manager

  • App Admin

Account-level and realm-level administrative roles

The first three of the built-in administrative roles listed above have account-level or realm-level admin privileges, meaning that they can control aspects of Quick Base that are outside of an app, or affect many apps at once.

When you sign up as a trial user, you create both a Quick Base user account and a Billing Account, which is linked to your email address. You are the Account Admin for that account. When you sign up for a Quick Base service plan, you also become the Billing Account Admin for that account. As the Account Admin, you can add additional Account Admins or Billing Account Admins.

Account Admins may have either Full Management or Support-Level account access.

  • The Full Management account access level gives all possible powers over your Billing Account. Users with this account access level are both Account Admins and Billing Account Admins.

  • The Support-Level account access level does not allow signing up for or changing a service plan, changing the level of account access or editing the account’s properties. It also disallows deleting or transferring apps in the account. Users with this account access level are Account Admins but not Billing Account Admins.

Note: The person whose email address is listed in the Billing Contact field on the Manage Billing Account page does not need to be a Quick Base user.

If the service plan is a Quick Base Platform or Quick Base Unlimited plan and you choose to set up a realm, you also get to choose a Realm Admin. You will need to contact Quick Base Customer Care to appoint other Realm Admins. Realm Admins may or may not also be Account Admins.

App-level administrative roles

The other two built-in roles (App Manager and App Admin) are specifically associated with an app. As such, they are affected by settings in regular Quick Base roles, such as what access they have to data in the app, or which parts of the UI are visible.

Note: Account Admins, Realm Admins, and Billing Account Admins are not required to be either App Managers or App Admins (especially in larger accounts). They also may or may not have access to create apps.

When you create an app, you become its App Manager (owner). The app itself is part of the account that it was created in. The App Manager has administrative rights to control the app and its ownership. App Managers and other users who are App Admins can set user access and permissions for the app, and add and remove users from its access list.

Is the “Administrator” role in Quick Base the same as an App Admin?

It can be, but it doesn’t have to be. Quick Base roles include an example role called Administrator, which has an access level of Full Administration. This access level means that a user in a role with this access level has full control of the app’s structure and permissions. The Full Administration access level makes a user in that role an App Admin. At least one role in an app should give Full Administration access. The role itself could be called Head of IT, or Project Manager, or whatever you decide to name it. (Or, you could change the access level of the Administrator role to Basic Access, which would mean that a user in the role would no longer be an App Admin. We advise against this.)

Note: App Managers have Full Administration access, and so are automatically App Admins, in addition to their other privileges.

Does an App Admin always have full control of everything in an app?

It depends on what permissions you give the role(s) with Full Administration access. It’s possible for an App Admin to be in a role that only allows viewing records, not editing or deleting them, but still be able to change the app structure and permissions.

Caution: If you’re an App Admin, it’s possible for you to accidentally lock yourself out of an app by hiding the UI for app and table settings. If you did this and you were the only App Admin for the app, you’d have to contact Quick Base Customer Care to regain access to the app settings.

Also, if the App Admin’s role limits access to a table, then the App Admin will not be able to perform actions on that table such as: editing or deleting the table, deleting data from the table, viewing file attachments in the table, or moving the table to a new app.

What can a user change?

Users and their user accounts are entirely separate from Billing Accounts. Users can access apps in any Billing Account that grants them access. The Billing Account Admin controls whether or not a user can create apps in a given account (on the Permissions tab of the Manage Billing Account page). Other permissions are set by the user’s role in the app they’re using.

Users control some personal settings for themselves. These settings are available in the My Preferences page.

  • Show or hide New & Updated flags

  • Set UI Spacing

  • Subscribe or unsubscribe to Quick Base-related emails

  • Change First Name, Last Name, Email Address, and User Name

  • Change Password

  • Change Security Question and Answer

  • Manage Multiple User Accounts (if you have them)

Note: The email address and password cannot be changed if you’re using LDAP or SAML to sign in to your corporate network. LDAP and SAML users also do not set a security question and answer.

What can Quick Base Customer Care change?

Certain administrative tasks may only be performed by Quick Base Customer Care representatives:

  • Change the account URL for a Quick Base account

  • Change the Billing Account Admin when no user has Account Admin privileges

  • Grant permission to delete users

  • Implement LDAP access

  • Override SAML access for a user

  • Reset a user’s security question and answer if no Account Admin has been given this capability

  • Restore a suspended account

  • Set up an email domain

  • Transfer an app to another account (for suspended or trial accounts)

Account Admin and Billing Account Admin Capabilities

The following table details the tasks that Account Admins or Billing Account Admins can perform. Items in italics are access points for users in these roles.

Important: Tasks for each role are additive – for example, if an Account Admin is also in another built-in administrative role (such as Realm Admin), he will also have the capabilities listed under that role.

Task

Account Admin,
Support-Level

Account Admin, Full Mgt
(a.k.a. Billing Account Admin)

Access the Manage Billing Account page

Y

Y

Sign up for a Quick Base service plan (initial)

Y

Cancel the service plan

Y

Change billing information

Y

Change the level of account access for a user/group/email domain group

Y

Change the service plan

Y

Delete an app

Y

Edit account properties (account name, billing email, time zone, allow access to Everyone on the Internet)

Y

See billing history and get a copy of recent monthly receipts

Y

Transfer app ownership to another account

Y

Transfer app management to another user

Y

View app information (name, manager, description, statistics)

Y

Promote a user to app manager

Y

Y

Add an email domain

Y

Y

Add users to the Deny list

Y

Y

Allow account admins to reset the security question and answer for users (*)

Y

Y

Allow any user with access to apps in the account to create apps

Y

Y

Change the company name

Y

Y

Email a realm admin

Y

Y

Email a user

Y

Y

Email an app manager

Y

Y

Export the list of apps in the account (CSV)

Y

Y

Export the list of users on the Deny list (CSV, Excel, clipboard)

Y

Y

Export the list of users with access (CSV, Excel, clipboard)

Y

Y

Grant/revoke app create permissions for users/groups/email domain groups

Y

Y

Print the list of users on the Deny list

Y

Y

Print the list of users with access

Y

Y

Provision users

Y

Y

Remove users from the Deny list

Y

Y

Request adding or editing an email domain

Y

Y

Reset a user's security question and answer (if allowed, see (*) above)

Y

Y

Save the list of apps in the account as a spreadsheet

Y

Y

View account properties

Y

Y

View account summary info

Y

Y

View other account information

Y

Y

View the list of apps a user can access

Y

Y

View the list of apps in the account

Y

Y

View the list of groups a user is part of

Y

Y

Create a group

Y*

Y*

Add a group to a group

Y*

Y*

Add users to a group

Y*

Y*

Copy a group

Y

Y

Delete a group

Y*

Y*

Delete one or more group members

Y*

Y*

Edit group properties (name, description, owning account, whether Billing Account Admins can manage the group)

Y*

Y*

Import users into a group

Y*

Y*

Send email to a group member

Y

Y

Set access level for a group member (member/manager)

Y*

Y*

View apps accessible by a group

Y*

Y*

* Only users with app create permissions can create groups. Only the group manager (the user who created the group) or the account admin can manage a group.

Realm Admin Capabilities

Note: This functionality is only available to accounts on the Quick Base Platform or Quick Base Unlimited plans.

The following list details the tasks that Realm Admins can perform. The item in italics is an access point for users in this role.

  • Access realm settings (from Quick Base Admin > Manage the realm on the My Apps page)

  • Access account settings for accounts in realm (if the Realm Admin has access to the account)

  • Add one or more realm users

  • Allow user to stay signed in across sessions

  • Change realm users' access level (approved, guest, denied)

  • Define how often passwords expire

  • Email one or more realm users

  • Email realm admins

  • Export a list of realm users

  • Hide Quick Base standard menu options (Alerts, User buttons on Global bar)

  • Print a list of realm users

  • Remove one or more realm users

  • Require mixed-case passwords

  • Require users in the realm to answer a security question during password reset

  • Reset the security question & answer for users in the realm

  • Set a range of IP addresses allowed to access apps in the realm

  • Set a session timeout (in minutes)

  • Set custom footer content: right element

  • Set custom header colors: background & text

  • Set custom header content: left element

  • Set custom header content: right element

  • Set custom HTML footer content

  • Set custom HTML header content

  • Set custom HTML sign-in message

  • Set minimum password length

  • Set policy for multiple sign-in attempts

  • View realm summary

App Manager and App Admin Capabilities

The following table details the tasks that App Managers or App Admins can perform. Items in italics are access points for users in these roles.

Task

App Admin

App Manager

Access app settings (from Settings on the app's home page)

Y

Y

Transfer management of the app

 

Y

Delete the app

Y

Move a table into the app

Y

Allow only users with realm approval status of Approved to access the app.   Y

Check that changes to the sandbox app are compatible with the live app

Y

Y

Apply changes from an app sandbox to the live app

Y

Y

Change the app's name & description

Y

Y

Create a role

Y

Y

Copy a role

Y

Y

Delete a role

Y

Y

Set role as default

Y

Y

Edit role: Set access to tables & data

Y

Y

Edit role: Set app access level for a role

Y

Y

Edit role: Set role home page

Y

Y

Edit role: Set role access to reports

Y

Y

Edit role: Hide UI for creating/customizing reports, personal settings, app/table settings, users, recents/ favorites, Search, Help, Test as role

Y

Y

Edit role: Set visibility per table for: Table bar button, New buttons, multi-record options, email options, print options

Y

Y

Change role name & description

Y

Y

Create a table

Y

Y

Move a table to a new app

Y

Y

Delete a table

Y

Y

Edit a table (includes changes to data, table structure, relationships, non-personal reports & emails, table home pages, forms, and advanced table settings)

(Depends on permissions set in role)

(Depends on permissions set in role)

Create a page (Home page, Code page, Rich Text page)

Y

Y

Delete a page

Y

Y

Set a page as the default Home page

Y

Y

Copy a page

Y

Y

Preview a page

Y

Y

Edit a page

Y

Y

Create a variable

Y

Y

Delete a variable

Y

Y

Edit the value of a variable

Y

Y

Allow users who are not administrators to copy the app

Y

Y

Allow users who are not administrators to export data

Y

Y

Allow non-SSL access via API

Y

Y

Hide the app from public app searches

Y

Y

Hide the new/updated icons for all users

Y

Y

Show performance bar

Y

Y

Limit the search scope of "Find more people" in the User Picker

Y

Y

Require app tokens for access to the app

Y

Y

Create an app token

Y

Y

Assign an app token

Y

Y

Delete an app token

Y

Y

Set Date/Time options for the app: First day of the week, First month of fiscal year, whether the year is based on the first or last month of the fiscal year

Y

Y

Set whether to always use the billing account's time zone (Pacific) or some other time zone

Y

Y

Add an app to the list of apps allowed to establish cross-app relationships with this app

Y

Y

Remove an app from the list of apps allowed to establish cross-app relationships with this app

Y

Y

Set a role for an app in a cross-app relationship with this app

Y

Y

Set up to three custom guides for the app

Y

Y

Set custom footer content: right element

Y

Y

Set custom header colors: background & text

Y

Y

Set custom header content: left element

Y

Y

Set custom header content: right element

Y

Y

Hide Quick Base standard menu options (alerts, user menu on Global bar)

Y

Y

Customize Quick Base emails: upper left element

Y

Y

Show app statistics

Y

Y

Show support info

Y

Y

Copy the app

Y

Y

View a list of file attachments in a table

Y

Y

Delete one or more file attachments

Y

Y

Copy a list of file attachments to the clipboard

Y

Y

Export a list of file attachments to CSV/Excel

Y

Y

Print a list of file attachments

Y

Y

View a list of all reports in the app

Y

Y

Delete one or more reports

Y

Y

View a report

Y

Y

Copy a report

Y

Y

View a list of all emails in the app

Y

Y

Activate or deactivate one or more emails

Y

Y

Change the owner of one or more emails

Y

Y

Delete one or more emails

Y

Y

Copy an email

Y

Y

Delete data from a table in the app

Y

Y

Search and replace a term in the app's structure

Y

Y

Add a button to a form that allows the user to either copy a parent record with its child records, or import specific child records into a parent record.

Y

Y

Create a sandbox app

Y

Y

Access the Manage Users page (from the Users button on the Table bar)

Y

Y

Share the app with a new user

Y

Y

Set or change an app user's role

Y

Y

Remove a user from the app

Y

Y

Send email to a user

Y

Y

Set whether to show an app user in the User Picker

Y

Y

Create a group (from the Share with a new user dialog, if not also Account Admin)

Y*

Y*

Manage groups (from the Manage Groups link on the Manage Users page)

Y

Y

Add a group to a group

Y*

Y*

Add users to a group

Y*

Y*

Copy a group

Y

Y

Delete a group

Y*

Y*

Delete one or more group members

Y*

Y*

Edit group properties (name, description, owning account, whether Billing Account Admins can manage the group)

Y*

Y*

Import users into a group

Y*

Y*

Send email to a group member

Y

Y

Set access level for a group member (member/manager)

Y*

Y*

View apps accessible to a group

Y

Y

* Only users with app create permissions can create groups. Only the group manager (the user who created the group) or the account admin can manage a group.

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