Manage Your Records
How Knack Works
Design Your Database
Do More With Knack
View and Share Your App
Build Your Live Application
Connect Related Data
Reporting & Dashboards
E-Commerce & Payments
Search & Queries
Emails & Notifications
Calculations & Logic
Users & Access
Working with Pages
Deleting a Page That's Being Linked to
Printing Pages & PDFs
Objects & Connections
Plan Your Objects
Plan Your Connections: Complex Example
Plan Your Connections: Simple Example
Connecting Records Together
Use Connections in Your App
Working With Objects
Connections: Troubleshooting & FAQs
Live App Design
Embed Your App
Integrate with Formstack Documents
Integrate with Zapier
Integrate with Integromat
Working with Icons
Other Customization Options
Using Action Links
Using Record Rules
Table Column Settings
Combining Fields from Connected Records in Views
Source: Which Records Will the View Display
Using Display Rules
Using Submit Rules
Working with Records
CSV Format Guide for Importing
Tasks & Emails
Users & Logins
Live App Security Settings
Live App Security Settings: HIPAA Plans
Manage Roles & Permissions
Manage User Records
Users and the Page Menu
Single Sign-On with Google, Facebook, Twitter, and Custom
Logins and Registrations
Working With Support
What is a dedicated support manager?
Is there an option to pay via invoice, check, wire transfer, or something other than a credit card?
Where can I find a copy of my receipt or invoice?
I'm over the storage limit for my account. How do I add more storage or get under the limit?
I'm over the record limit for my account. How do I add more records or get under the limit?
How do I freeze or pause my Knack account?
Need account access or to transfer account access because account owner or colleague left the company
How do I cancel my Knack account?
How do I add more API calls to my account?
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 change the favicon for my app?
How do I backup or export my apps and data?
How do I white label my app?
How do I copy an app from my account to another account?
How can I track what users are doing in my app?
How do I find the most recent date from a connected object?
How do I move or copy fields or data from one object to another?
How do I add a logo to my app?
How can I change the color of something in my app?
The menu isn't showing for my app on mobile devices. How do I fix that?
How do I create a field that always shows today's date?
How do I show multiple dates on a calendar?
Is there a way to add a display rule to multiple columns at one time instead of having to update each column individually?
How can I show a customer's payment history if I'm collecting payments through my Knack app and through cash or check?
Can I combine two date fields into a single date field? For example, combining a start and end date into a single field?
Is it possible to display more than 100 records at a time on a table, list, or search view?
Is there a way to have new users be automatically logged-in after they register?
Do I need a separate user role object for my Vendors, Customers, Employees, Contacts, etc?
How do I create an "If, Then" or conditional equation?
Does Knack offer a service for building apps or have developers I can hire?
How can I set up my app so users see only their own data?
How do I bulk upload or import multiple images?
How do I bulk upload or import multiple files?
How do I merge my apps, or copy pages, objects, or other app elements between my apps?
Can I share or connect data between apps?
Can I customize the look and feel of my Knack pages?
Can I migrate or transfer data from Zoho, Quickbase, or TrackVia?
Can I add Google Analytics to my Knack app?
Do you have a sandbox or developer environment?
Can I integrate Knack with other data, products, and services?
Can I have an app in a language besides English?
Can I use Knack on mobile devices?
Can I create invoices and accept payments?
Can I migrate my Access, Filemaker, SQL, or other databases?
Can I use a barcode or credit card scanner with Knack?
Can I prototype for others?
Can I send SMS or text messages using Knack?
Can I email PDFs or other attachments to users with Knack?
Can I add chat or messaging to my app?
Can I sell my Knack apps?
Does the signature captured through a signature field constitute a legally binding signature?
How does Knack work on mobile devices? Is it mobile-friendly? Can users download my apps?
Storing sensitive data (credit cards, social security numbers, etc.)
How secure is Knack?
Will Knack sign an NDA (Non-Disclosure Agreement)?
Does Knack offer access to beta features?
Does Knack offer a partner program?
Is Knack GDPR compliant?
How do I batch download all of the images and files In my app?
Which browsers do you support?
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?
I'm seeing an odd character when importing data. How can I get rid of it?
Can I import something other than data? Like objects, pages, views, etc?
My import is failing or getting stuck. What do I do?
Can my users import data from the live app, instead of going through the builder/back-end?
Can I schedule or automate imports?
Can I import data into more than one object at the same time?
Can I undo or reverse an import?
I am importing data for the first time. How do I do that?
How do I update existing data using an import?
My import is taking a long time. Can you take a look?
I'm having trouble importing into a specific type of field. What can I do?
I'm getting an error when importing. What do I do?
Do the validation rules on fields trigger when importing data?
How To Guides
Users & Logins
Save a User's Payment Method
Force Users to Reset Their Passwords
Create a Single Login Page for Multiple User Roles
Show Records Connected To The Logged-in User's Company Or Other Group
Create an Admin User Role to View All Records
Add Read-Only Access For Users
Show Records Connected to the Logged-in User
Add Functionality to Your Live App
Manage Your Records
Use an Edit Form to Create Records If They Don't Exist
Use Zapier to Insert Connected Records
Copy a Record Using Record Rules
Create a Version History for Records
Track When Records are Created and Updated
Track Which User Last Updated a Record
Workflow & Automations
Add Stages to Your App
Add Status Indicators to Your App
Add Assignments to Your App
Notify a User That an Item is Ready for Review
Create a Registration Form with Limited Availability
Add a Pipeline to Your App
Create a Button or Link that Updates a Field to a Custom Value
Add Notification & Reminder Emails to Your App
Approve New Records Before Displaying Them
Store Multiple Images or Files for Individual Records
Use Multiple Image Sources for a Single Image Field
Work with Connected Records
How to Show Multiple Fields in Your Connection Drop-Down
Showing Parent-Child Records in the Live App
Logic, Equations & Formulas
How to Display Multiple Date Formats Using a Single Date Field
How To Number Line Items
Show Upcoming Birthdays
How to Set a Random ID
Display a Message When a Deadline is Approaching
Generate Simple Numeric Barcodes Automatically
Calculate Age in Years from a Birthday
How to Extract the Start and End Dates from a Date Field
Start an Auto Increment Field from Any Number
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 Connection Links to Views
How to Add a Map to a Details View
How to Add Groupings to a Table
Reports, Queries, and Summaries
Build a Quiz App
Build an Inventory Manager App
Build an Orders App
Build a Warehouse Manager App
Build a Member Directory
Build a Map Directory or Store Locator App
Create a Multi-Part Form
How to Change the Layout of Forms
How to Add Instructions to a Form
How to Customize the Text on a Submit Button
How to Limit an Uploaded File’s Size
How to Automatically Capture a User’s Location on a Form
How to Allow Users to Add New Options in Forms
How to Use URL Variables to Pre-Populate a Form
Add Read-Only Fields to a Form
How to Create Dynamic Dropdowns in Forms
Manage Your Account
Security & Infrastructure
Builder Two-Factor Authentication
Builder Security Settings for All Knack Plans
Security Best Practices
Manage Your Account
Table of Contents
Updated by Danielle Kellogg
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 your first time creating an app, you'll need to know some basics about adding objects, fields, pages, and views. You can start by reading our Builder Basics section.
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 object that stores your records in the Schema section of the Builder. In this example, this is the "Events" object.
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 table 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 table 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 table. In the view editor open the "Source" section of the table 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 table 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.