Set General User Access Levels

This topic refers to functionality that is only available to accounts on the Business-level or above plans. If you do not see the functionality described here, either your account or realm has not been configured to show it, or your account is not on one of those plans.

Realms provide you with additional gate-keeping features to help track and control access to your applications. A major tool in this arsenal is the Realm Approval Status. You assign each user an approval status to help you track and control who can see what.

Within your realm, you’ll give one of three approval status levels to a user:

  • Approved. Users with Approved status can sign in to the realm. If you prefer to automate this process, users who match an entry in your central network user directory are automatically granted Approved status, which involves authenticating through LDAP.

    Note: If a user has Approved status, it doesn’t mean that they can access any applications. As an application manager, you have the power to share applications with chosen users. However, within a realm, you can specify that an application is accessible only to Approved users. This is an easy way to ensure that only your employees can access certain information.

  • Denied. Use this status to prevent a user from logging into a realm. For instance, if an individual leaves your company, change their status to Denied. This setting terminates access to any of your accounts. .

  • Guest. Quickbase automatically gives the status of Guest to any user who is not Approved (or explicitly Denied). This status prevents user access to applications that are only for Approved users. Quickbase allows users with the status of Guest access to any other applications, as long as the managers of those applications invite those users.

Note: Don’t confuse Realm Approval Status with user roles in an application. Users with Approved and Guest status are free to use apps according to limits set by their role and other app settings. (Users with Denied status can’t access any application in any of your realm’s accounts, of course.)

To set access levels:
  1. On the My Apps page, click Manage name_of_realm, then click Directory .

  2. Locate the user or users whose approval level you want to set.

    You can search for users by name, and filter the list based on user status. You can also sort the list by any column you wish by clicking the column header.

  3. Select the checkboxes next to the users that you want.

  4. Click Change Access Level.

  5. Choose an access level: Approved, Guest, or Denied.

  6. Click Change Access.

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