How Knack Works
Design Your Database
Manage Your Records
Build Your Live Application
View and Share Your App
Do More With Knack
Connect Related Data
Users & Access
Calculations & Logic
Emails & Notifications
Search & Queries
Reporting & Dashboards
E-Commerce & Payments
Objects & Connections
Plan Your Connections: Complex Example
Working With Objects
Plan Your Connections: Simple Example
Plan Your Objects
Use Connections in Your App
Connecting Records Together
Connections: Troubleshooting & FAQs
Numeric Equation Functions
Date Equation Settings
Numeric Equation Settings
Text Formula Functions
CSV Format Guide for Importing
Working with Records
Deleting a Page That's Being Linked to
Working with Pages
Navigating the Page Preview
Printing Pages & PDFs
Table Column Settings
Source: Which Records Will the View Display
Using Action Links
Combining Fields from Connected Records in Views
Using Record Rules
Using Display Rules
Using Submit Rules
Users & Logins
Users and the Page Menu
Manage Roles & Permissions
Single Sign-On with Google, Facebook, Twitter, and Custom
Manage User Records
Logins and Registrations
Live App Security Settings: HIPAA Plans
Live App Security Settings
Tasks & Emails
How do I cancel my Knack account?
I'm over the storage limit for my account. How do I add more storage or get under the limit?
Need account access or to transfer account access because account owner or colleague left the company
I'm over the record limit for my account. How do I add more records or get under the limit?
Is there an option to pay via invoice, check, wire transfer, or something other than a credit card?
How do I freeze or pause my Knack account?
Where can I find a copy of my receipt or invoice?
How do I add more API calls to my account?
How do I change the favicon for my app?
How do I backup or export my apps and data?
How can I track what users are doing in my app?
How do I remove the "Powered by Knack" logo at the bottom of my app?
How do I give Builder access to a colleague or developer for one of my apps?
How do I white label my app?
How do I copy an app from my account to another account?
How do I show multiple dates on a calendar?
How do I add a logo to my app?
How do I find the most recent date from a connected object?
How do I create a field that always shows today's date?
Can I share or connect data between apps?
How do I create an "If, Then" or conditional equation?
How do I merge my apps, or copy pages, objects, or other app elements between my apps?
The menu isn't showing for my app on mobile devices. How do I fix that?
Is there a way to have new users be automatically logged-in after they register?
How do I bulk upload or import multiple files?
How do I move or copy fields or data from one object to another?
How can I show a customer's payment history if I'm collecting payments through my Knack app and through cash or check?
Is there a way to add a display rule to multiple columns at one time instead of having to update each column individually?
Do I need a separate user role object for my Vendors, Customers, Employees, Contacts, etc?
How can I set up my app so users see only their own data?
Can I combine two date fields into a single date field? For example, combining a start and end date into a single field?
Does Knack offer a service for building apps or have developers I can hire?
How do I bulk upload or import multiple images?
How can I change the color of something in my app?
Is it possible to display more than 100 records at a time on a table, list, or search view?
Can I migrate or transfer data from Zoho, Quickbase, or TrackVia?
Can I add chat or messaging to my app?
Can I sell my Knack apps?
Can I use Knack on mobile devices?
Do you have a sandbox or developer environment?
Can I send SMS or text messages using Knack?
Can I integrate Knack with other data, products, and services?
Can I create invoices and accept payments?
Can I have an app in a language besides English?
Can I email PDFs or other attachments to users with Knack?
Can I add Google Analytics to my Knack app?
Can I migrate my Access, Filemaker, SQL, or other databases?
Can I prototype for others?
Can I customize the look and feel of my Knack pages?
Can I use a barcode or credit card scanner with Knack?
Does Knack offer access to beta features?
How secure is Knack?
Does the signature captured through a signature field constitute a legally binding signature?
Does Knack offer a partner program?
How does Knack work on mobile devices? Is it mobile-friendly? Can users download my apps?
Is Knack GDPR compliant?
Storing sensitive data (credit cards, social security numbers, etc.)
Will Knack sign an NDA (Non-Disclosure Agreement)?
Which browsers do you support?
How do I batch download all of the images and files In my app?
I'm seeing an odd character when importing data. How can I get rid of it?
How do I update existing data using an import?
My import is failing or getting stuck. What do I do?
Can I undo or reverse an import?
I'm having trouble importing into a specific type of field. What can I do?
Some of my fields aren't importing correctly. How can I fix that?
I'm having trouble importing into a connection field. What can I do?
Can I import something other than data? Like objects, pages, views, etc?
My import is taking a long time. Can you take a look?
I'm getting an error when importing. What do I do?
Do the validation rules on fields trigger when importing data?
Can I schedule or automate imports?
Can my users import data from the live app, instead of going through the builder/back-end?
I am importing data for the first time. How do I do that?
Can I import data into more than one object at the same time?
How To Guides
Add Functionality to Your Live App
How To Create Discount Codes
Create an Add To Favorites Feature
How to Access Private Records Without a Login
Accept Payments in a Live App
Manage Your Records
Use an Edit Form to Create Records If They Don't Exist
Track Which User Last Updated a Record
Copy a Record Using Record Rules
Track When Records are Created and Updated
Create a Version History for Records
Use Zapier to Insert Connected Records
Work with Connected Records
How to Show Multiple Fields in Your Connection Drop-Down
Showing Parent-Child Records in the Live App
How to Create Dynamic Dropdowns in Forms
Add Read-Only Fields to a Form
How to Change the Layout of Forms
Create a Multi-Part Form
How to Allow Users to Add New Options in Forms
How to Add Instructions to a Form
How to Customize the Text on a Submit Button
How to Automatically Capture a User’s Location on a Form
How to Use URL Variables to Pre-Populate a Form
How to Add a Map to a Details View
How to Add Connection Links to Views
How to Add Inline Editing to a Table
Create a Print-Friendly Invoice Page
How to Click on an Image to Go to Another Page
How to Add Groupings to a Table
Users & Logins
Force Users to Reset Their Passwords
Save a User's Payment Method
Create a Single Login Page for Multiple User Roles
Add Read-Only Access For Users
Show Records Connected To The Logged-in User's Company Or Other Group
Show Records Connected to the Logged-in User
Create an Admin User Role to View All Records
Workflow & Automations
Add a Pipeline to Your App
Create a Registration Form with Limited Availability
Add Stages to Your App
Store Multiple Images or Files for Individual Records
Use Multiple Image Sources for a Single Image Field
Create a Button or Link that Updates a Field to a Custom Value
Notify a User That an Item is Ready for Review
Add Assignments to Your App
Approve New Records Before Displaying Them
Add Notification & Reminder Emails to Your App
Add Status Indicators to Your App
Logic, Equations & Formulas
Start an Auto Increment Field from Any Number
Display a Message When a Deadline is Approaching
Generate Simple Numeric Barcodes Automatically
How to Set a Random ID
Calculate Age in Years from a Birthday
How To Number Line Items
Show Upcoming Birthdays
How to Extract the Start and End Dates from a Date Field
How to Display Multiple Date Formats Using a Single Date Field
Reports, Queries, and Summaries
Build an Inventory Manager App
Build a Quiz App
Build a Warehouse Manager App
Build a Member Directory
Build an Orders App
Build a Map Directory or Store Locator App
Images & Files
Manage Your Account
Manage Your Account
About Knack Accounts
Account Plans and Billing
Managing Your Apps
Managing Your Account Settings
Sharing Apps with Shared Builders
App Settings: Map Provider
Script Attack Protection: Whitelisted Custom Code Elements and Attributes
Script Attack Protection: Protected Areas
Security & Infrastructure
Security Best Practices
Builder Security Settings for All Knack Plans
Builder Two-Factor Authentication
Table of Contents
- What are Users?
- Activate Users
- Manage Users
Updated by Danielle Kellogg
- What are Users?
- Activate Users
- Manage Users
What are Users?
Knack provides user & login features so you can require your live app users to log in, create roles and permissions, and limit logged-in users to only access their own records.
By default, any Knack app can be viewed by anyone that knows the URL. Enabling users & logins means that a user must first login before they can view your app. This is what an app would look like if a login was added:
Now an email and password are required to access that app. Anyone that has an email and password to log in and access your app is called a user.
To activate user and login features, select the "User Logins" section while viewing the app Settings from the left side menu.
In the "User Logins" section, click the "Activate Users" button. This will enable users for your app.
While activating users, you will have the option to choose which type of login you want to use with your app.
- Secure individual pages with a login will allow you to have different types of users and choose which pages will have logins. (this is the preferred option)
- Secure every page with the same login will only allow you to add one login to your app, for only one type of user.
- Do not require a login to access your application will allow any one with the URL to access your app.
Add User Roles
When you activate user and login features, a special Accounts object is added to your app. Each user that can login to your app with an email and password will be stored here as an individual record in the Account object.
However, you can also add additional user roles. These are different types of users and will allow you to customize their permissions in the Live App.
To add new user roles, select the green "+" button next to the "User Roles" text. This will walk you through creating a new user role.
Add User Records
Now that you have users enabled, you can add individual users to your app. You can do this by adding records to your user roles.
User roles work just like a regular object in your database. So to add a new user, open the Records section of the Builder and then select the "+ Add Record" button.
Edit User Roles
To edit user roles, you can select the settings icon next to the user role name, or you can select the "Settings" tab at the top of the Builder when viewing the user role.
In the user role settings, you can edit the following options:
- Object Name: this is the name of the user role.
- Display Field: this is the field which will be displayed to represent the record in connection fields.
- Sort Order: this is the default order records will sort in within the user role.
- Approval Template: this is the editable email template used to notify users have been approved.
- Account Info Template: this is the editable email template used email users their account details.
Edit User Records
You can edit individual user records both in the Builder as well as in the Live App.
Editing Users in the Builder
To edit user records in the Builder, open the Records section of the Builder and view the user role. Then click the pen edit icon next to the individual record. This will open up a form in a modal popup to edit the user record. You can also edit the record directly inline, by selecting a specific cell on a record.
Editing Users in the Live App
You can also edit user records directly from the Live App, but using an edit form view, similar to records in other objects.
Delete User Roles
To delete a user role, click on the settings icon next to the user role name. Then choose the "Delete" option. This will delete the user role but will not delete the user records in that role. They will remain in the main Accounts object without that role.
Delete User Records
Individual user records can be deleted from both the Builder and the Live App.
Delete User Records from the Builder
User records can be deleted from the Records section of the Builder. There you can use the checkboxes to select specific records. Once records are selected this will reveal new options. There you can choose the "Delete" option.
Delete User Records from the Live app
Individual user records can be deleted from the live app by adding delete links to views. These delete links will then be available in the view for app users.
You can use the checkboxes to select multiple user records and activate additional management features:
For example, you can approve multiple pending registered users at once by updating their status and sending an email alerting them of the approval:
Using Users in your App
Roles and Permissions
User roles are used to create different types of users.
For example, for a project management app, you may want Employee users that are responsible for completing project tasks, and Supervisor users that are responsible for assigning tasks to Employees and approving new projects.
Each user can be assigned to multiple roles if necessary. A record will exist in each user role object that the user is assigned to.
These roles can be used to create different permissions to access your live app.
When you add a login to a page you can specify which roles can have permission to access that page.
This way you can create different pages for different roles. Each role can access different pages, each with different views, fields, and workflows.
The page menu can be configured to only show links to the pages the logged-in user can access, so each user will only see the pages they have permission to.
Add User Logins
You can require a login for any page in your live app.
To add a login, go to the Pages section of the Builder, then select the page you want to protect with a login. Click on the "..." more options icon and then select "Require a login".
A special login page will be created containing a single login view. That login view controls the settings for the login and any user registration options.
Click here for more on managing logins and registrations.
Limit Records to the Logged-in User
Another key feature is building your app so that each user can log in and only access their own records.
For example, if you have a project management app showing Projects, you want each Project Manager to log in and see their own Projects, not the Projects of any other Project Managers.
When adding views to a page protected by a login, you'll see options to set up the view to work this way:
When that employee logs in they'll only see those Projects connected to their user record.
Click here for more on displaying records connected to the logged-in user.
Notes & Troubleshooting
Accounts User Role
The Accounts user role object stores all user records. So when deleting a user record, the record will need to be deleted from both the user role and the Accounts object.
Overwriting Changes made in the Live App or Builder
At this time it is possible to overwrite changes that other users have made both in the Knack Builder and in the Live App. In other words, there is not a way to prevent users from accessing the builder or a record in the live app when it is being edited in another session by another user.
• All Knack Builders have one browser window or tab open while working on schema changes in the Builder. Otherwise if you, or another shared builder on that app, have an older version of the schema open and save changes there, it can overwrite the updates you just made.
• In the Live App, we encourage creating a workflow or process to limit the number of users that might need to edit the same record at any one time.
How To Guides
- Show Records Connected to the Logged-in User
- Show Records Connected To The Logged-in User's Company Or Other Group
- Create an Admin User Role to View All Records
- Create a Single Login Page for Multiple User Roles
- Add Read-Only Access For Users
- How to Force Users to Reset Their Passwords
- Email Your Users
- Track Which User Last Updated a Record