How Knack Works
Design Your Database
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Do More With Knack
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Tables & Connections
Plan Your Connections: Complex Example
Working With Tables
Plan Your Connections: Simple Example
Plan Your Tables
Use Connections in Your App
Connecting Records Together
Connections: Troubleshooting & FAQs
Numeric Equation Functions
Date Equation Settings
Numeric Equation Settings
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CSV Format Guide for Importing
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Deleting a Page That's Being Linked to
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Grid Column Settings
Source: Which Records Will the View Display
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Combining Fields from Connected Records in Views
Using Record Rules
Using Display Rules
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How do I cancel my Knack account?
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How do I add a logo to my app?
How do I find the most recent date from a connected table?
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?
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The menu isn't showing for my app on mobile devices. How do I fix that?
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How can I show a customer's payment history if I'm collecting payments through my Knack app and through cash or check?
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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?
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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 table 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 Grid
Create a Print-Friendly Invoice Page
How to Click on an Image to Go to Another Page
How to Add Groupings to a Grid
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/Time 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
- All Categories
- How To Guides
- Workflow & Automations
- Approve New Records Before Displaying Them
Approve New Records Before Displaying Them
Updated by Lesley
You want users to be able to create new records in your app, but you want to review and approve each new record before it will be displayed.
Example: A "Community Events" app displays a list of community events. There's a form for the community to submit a new event for the app to display.
You'll need to activate users in your app. You'll also need to set the user settings to have logins for different pages and user roles. This article will show you how: About Users.
If this is your first time creating an app, you'll need to know some basics about adding tables, fields, pages, and views. You can start by reading our Builder Basics section.
Other good resources can be found in our About Your Database and Working With Pages sections of the knowledge base.
This example will use a "status" field to limit which records a view can display. New records added by users will not be approved by default, and they can only view records that have been approved.
A new administrative page is then added to review records and update the "Approved" to "Yes".
Add a Field to Store a "Status"
Find the table that stores your records in the Data section of the Builder. In this example, this is the "Events" table.
Add a new "Yes/No" field type using the "Add Field" button in the top navigation. In this example, we will name the field “Approved”:
Add a Form for Submitting a New Record
Next, navigate to the form where your users submit the record that needs to be approved. If you don't have one yet, add a form for your users to submit a new Event. In this case, we will add a new form to submit an Event record.
From the Pages section of the Builder, select the page where you want to add your form. Then, click "Add View" and select the form view type.
After adding your form, open the view editor to access the view settings. Make sure the "Approved" field is deleted from the group of form inputs. Otherwise, the submitter would be able to set that Approved value.
Add a Page to View and Approve Records
Next, we need to add a page where you can view new records submitted from the form and approve them.
From the Pages section of the Builder, click on the green "+" button to add a new page that requires a login. The login should be restricted to a higher-level role that not all users have access to. In this example, this is a user role called “Admin”.
After selecting the user role, you will be prompted to choose a view to add to your new page. In this example we will add a grid view displaying event records.
Next, we need this page to only display records with an "Approved" value of No. Since that’s the default for new records, this grid will now show any records that haven't been approved yet.
In order to filter out records with an "Approved" value of Yes, we need to edit the source of our new grid. In the view editor open the "Source" section of the grid settings.
Then click on the "Add rules to filter records" link and add a filter that says “Approved” “is” “No”:
Update Your View to Show Approved Records Only
In the Pages section of the Builder, locate the page with the public grid or calendar that displays the “Event” records. If you don’t have one, you can follow the previous step again without applying the login restriction.
Edit the calendar by clicking on it in the page preview, then access the Source" tab in the view settings
This time, add a filter that says "Approved" “is” “Yes”. Now the view will only display records that have been approved by someone with higher access.
You can read more about using the source in views here.
- If you need more complex workflows, you could use a Multiple Choice field instead of a Yes/No field. Include at least two options: "Pending Approval" and "Approved".
- If you have existing records, make sure to update the new "Approved" value for those. Use a batch update to update them all at once.
- Track who made updates by adding a form rule to connect the record to the logged-in user. You could also update a "Date Approved" field with a form rule to track when it was approved.