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
Updated by Danielle Kellogg
How To Enable Users to View and Manage Records Shared Within Their Company or Group
This article is similar to the article How To Enable Users to View and Manage Their Own Records. However, in addition to adding user logins to enable users to access records intended only for that logged-in user, you can also setup user access to view records shared among groups or divisions.
In this article you will learn how to enable Sales Reps to access Sales Leads shared within their Division. Only members of the same Division will be authorized to see these shared records.
In order to set up your app to show records connected to the logged in user you will need to have Users enabled in your app. You can read more on Users and how to enabled them here.
You may find it helpful to review the above article as well as learn more about connections prior to reading this article.
Create Objects & Users
If you don't already have objects and users in your app that you want to use for this scenario you can read more on how to add objects and users to your app:
In this scenario we are working with Sales Leads and Division objects and a Sales Reps user role.
First we need to connect Division to the Sales Rep object.
Choose the “Sales Rep” user role, then add a connection by clicking the green "+" button on the right.
This will open a popup where you can select which object to connect to and what type of connection to use.
For this connection we want Sales Reps to connect to one Division and each Division to connect to many Sales Reps. This is called a “one-to-many” connection type.
Next, select the Sales Leads object and create a connection for Division using the same steps as above. For this connection every Sales Lead record will connect to one Division and each Division will connect with many Sales Leads records.
This creates a connection for the Division object in both the Sales Rep and the Sales Leads objects which will become the common data linking the two objects.
Now that you have your objects and connections set up, you will need to update the records to assign a Division to both Sales Reps and Leads. This will allow Sales Reps in the same division to view (share) common records.
Select the Sales Rep user role, then choose the records tab at the top. Click the Division cell to choose a division:
Repeat these steps for the Sales Leads object.
Add a New Page
Next we need to add a page to display these shared Sales Leads records. In the Pages section of the Builder, click the green "+" button to add a new login page for Sales Leads.
This will prompt you to create your new page and add a view. In this scenario we want to add a new table view showing Sales Lead records connected to the same Division connected to the logged in Sales Rep.
Login & Test
Next login to your Live App and test your new page. To view the Live App, click “Go to Live App” or the open button in the top right corner of the Builder. Make sure the Sales Rep only has access to those Leads within their assigned Division:
How to I add a view to an existing page?
If you already have login page in your app, you can add a view by selecting the "Add View" button while viewing that page. This will start the view setup process where you can create view that shows records connected to the logged in user.
How do I show records connected to only the logged in user?
Its also possible to show records connected to only the logged in user, rather than the logged in user's group. View the users article on showing records connected to the logged-in user for more options and scenarios.