About Data Access

This topic refers to functionality that is not available to accounts on the Quick Base Essential plan. If the functionality described here does not match what you're seeing in Quick Base, your account is probably on this plan.

Different members of your team should see different information. For example, say you use Quick Base to run a car dealership. Salespeople need to see their leads. Your service people need to see customer repair appointments. Service workers have no interest in seeing sales leads, but it's no big deal if they do. However, neither group should ever be able to see your employee table's salary field. That info's for your accountant's eyes only. So how do you set up your Quick Base application to meet all these requirements?

Data access guidelines: choosing the right tool for the job

You can easily hide values from (or show specific values to) any user of your application. Quick Base offers you two features to control what users see: roles and reports. The one you use depends upon what you're trying to do.

To decide which tool's right for the job, answer this simple question:

  Is your goal to secure data or to focus attention on a particular set of records?

Why you should follow these guidelines

DO NOT try to use reports to control access to sensitive fields or records. This would compromise the security of your data. For instance, even if you don't include the salary field in any reports you've saved, users can still create their own report that includes this field. However, if you use role permissions to deny access, users in these roles won't even know this field exists. If your application contains confidential information, put Quick Base's powerful access controls to use. (Read more.)

Likewise, if you implement role permission controls merely to deliver customized information, you'll make your application unnecessarily complex and difficult to manage. It's like using a sledgehammer to crack open a nut. Reports are much more versatile and effective filters than permission restrictions.

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