Configure a Permission Rule

Who can use this feature?

👤  Record Permission available on all plans. Advanced Permissions and User Roles are available on the Pro plan and above.

You can create multiple permissions rules and apply them to different roles, depending on the access you would like to give to each role.

Configure a permission rule

  1. Click App Settings > Permissions
  2. Find the table for which you would like to configure permissions
  3. Click Add permission to create a rule, or the pencil icon to edit an existing rule

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The default rule shown will give read, edit and create for all fields on that table.

Options for a permission rule

Once the permission modal is open you will see several options to configure your permission rule.

Name

Choose a name for your permission rule. It might be helpful to give your rules descriptive names if you plan on having more permission rules per table.

Record Filter

Choose which records this permission grants access to. All records will allow users to see all of the records in the table. Selecting some records will allow users to access only records that meet certain conditions. You can set these conditions with the ownership filter.

Ownership Filter

The ownership filter lets you grant users access to records that they are connected to.

The format of these filters is based on a single condition that must match between the record and a user's record. You will need to use linked fields to set up the ownership filter.

In our property app on our team table, we have selected some records and given the rule so that access can only be granted to users where The record matches the user's Team Profile.

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This rule limits the records so that users can only see their own profile.

Another example would be, on our clients table we limit access so that clients can only see property that matches their profile. 

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To set up the ownership filter, you will need a linked field to the appropriate table. In the case of our property app we have a linked field from the clients table to the property table.

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Data Filter

Data filters let you control access to records based on the record itself. For example whether its status or whether a certain field has already been filled in.

In our property app, we can apply the data filter to our status field so that users will only see a certain status.

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Record Deletion

As deleting records is a destructive action that can be hard to undo, we do not grant users permission to delete records by default. If you want to grant users permission to delete records, check the Record Deletion checkbox.

You cannot currently set individual fields for deletion as you can with edit and create.

When you've enabled delete permissions, you'll need to enable the button in the Edit layout screen too.

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Field Access

For every enabled field in your table, you can choose whether your users will be able to read the field, edit the field value or set the field value while creating a record. We automatically don't allow certain combinations. For example you can't edit data that you can't read.

You can also enable or disable read, update or create access for all fields in a table at once by toggling the checkboxes at the top of each column. A checkbox with a dash means that some but not all of the checkboxes in that column are ticked.

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Permission Sharing

By default, permissions apply to all users.

You can restrict which roles a permission rule applies to, by switching from Everyone to Some users. If you're not using User Roles, then you will only be able to select the default 'User'. This means that all users in your app will be given the same level of access. If you are using custom User Roles, you can choose to apply a permission rule to one or more of these Roles.

By creating Multiple Permission Rules, you can give different permissions to your users based on their Role - by applying different User Roles to different permission rules.

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How-to guides  
Set up User Roles  
Adding Multiple Permission Rules  

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