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 set up 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. Refer to the Users and How to Enable Them article for additional information.
You may find it helpful to review the above article as well as learn more about connections prior to reading this article.
Create Tables & Users
If you don't already have tables and users in your app that you want to use for this scenario, you can read more on how to add tables and users to your app:
In this scenario, we are working with the Sales Leads and Division tables and a Sales Reps user role.
First, we need to connect Division to the Sales Rep table.
Choose the “Sales Rep” user role and then add a connection by clicking the green "+" button on the right.
This will open a popup where you can select which table 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 table 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 Lead records.
This creates a connection for the Division table in both the Sales Rep and the Sales Leads table, which will become the common data linking the two tables.
Now that you have your tables 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 table.
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 grid view showing Sales Lead records connected to the same Division connected to the logged-in Sales Rep.
Login & Test
Next, log in 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 do I add a view to an existing page?
If you already have a 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 a view that shows records connected to the logged-in user.
How do I show records connected to only the logged-in user?
It's also possible to show records connected to only the logged-in user rather than the logged-in user's group. View the article on showing records connected to the logged-in user for more options and scenarios.