Configure Grid Edit

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.

On the upper left of every table report, Quick Base features a grid edit link that turns on spreadsheet-like editing of the report. You can control what columns display in grid edit and remove the option to show a report in grid edit mode.

Note: Users with the Basic Access access level may not create Grid Edit reports.

Specify grid edit display by role

You can determine what grid edit looks like for each role. To do so, you need to:

  • Ensure that users in the role have permission to edit multiple records at the same time.

  • Assign a form to the role for use in grid edit.

Ensure users in the role can edit multiple records at the same time

If you are an application administrator, you can remove the option to show a report in grid edit mode for specific roles. For each role, you set user interface permissions that determine the UI features that users in the role can view and use.

The User Interface tab for each role lists the tables available in the application. You can hide different parts of the user interface for a table or all tables for a particular role. The three columns on the User Interface tab allow you to:

  • Hide or show a table – Hide in Table Bar column.

  • Hide or show the New Record button for a table – Hide Add Button/Links column.

  • Allow or prevent editing of multiple records at the same time – Hide Multi-record Options column.

If you select Hide Multi-record Options for any table, users in the role can't use grid edit on the table.

To ensure that users can edit multiple records:
  1. On the app Home page, click SETTINGS, then click Roles.

  2. Under the Role column, click the role that you want to verify.

  3. On the Roles page, click the User Interface tab.

Verify that Hide Multi-record Options is not selected for the table to ensure that the role can use grid edit.

The following figure shows the Hide Multi-record Options column on the User Interface tab that you need to verify:

Assign a form to a role

After you check 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, the fields on that form, appear in grid edit in the same order that they appear on the form. If you want, you can even disable grid edit for a particular role.

To assign a form to a role:
  1. Open a table from the Table bar, click SETTINGS, then click Forms.

  2. Click Set how different roles use these forms to expand the section.
    If you have only one form for the table, this option does not appear.

  3. Set grid edit preferences for each role using the dropdown in the Grid Edit column. Your changes are saved automatically as you make them.

    • To turn off grid edit select <Disable>. 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 that are displayed in the report that the user invokes grid edit from, select <Standard Behavior> .

    • If you want Grid Edit to display only fields that a certain form displays, select the form name from the dropdown.

    To apply the grid edit setting to all roles, select your preference from the Everyone row. Any selections you make for other roles will override the selection in the Everyone row for that particular role.

Note: A user can have multiple roles within an application. When that happens, Quick Base must choose a role, so the program can determine which form to display when the user edits, views, or adds records. To do this, Quick Base checks each role's priority and displays the form associated with the highest priority role. Read more about setting priorities for roles.

Specify grid edit display by report

You can set grid edit preferences by report by assigning a form to the report. When a user clicks grid edit from a report with a form assigned to it, Grid Edit shows the fields on that form, in the same order that they appear on the form. If you want, you can even disable grid edit (across all reports or for specific reports).

For each report, you can specify an override form for the default View/Edit form and for the form that displays when a user chooses Grid Edit.

Note: If you create a Grid Edit report, you cannot override the Grid Edit setting. Since the grid edit reports always appear in Grid Edit, there is no need to set an override.

To specify grid edit display by report:
  1. Open a table from the Table bar, click SETTINGS, then click Forms.

  2. If your table has more than one form, you can click Override role settings by report to expand the section.

  3. Set grid edit preferences by report in the Grid Edit column.

    Your changes are saved automatically as you make them.

    • To turn off Grid Edit for a report, select <Disable> from the Grid Edit dropdown. When you do, the Grid Edit link doesn't appear as an option for that report.

    • Select <Standard Behavior> from the Grid Edit dropdown for Grid Edit to display the same columns that are in the report from which the user start Grid Edit,

    • Select the form name from the Grid Edit dropdown for Grid Edit to display only fields that a custom form displays.

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