Check access to records and apps

Work from the outside in. First, can the person open the app? Then, can they open the module? Then, do they see the records? Most cases stop at the first or the second question.

A permission change did not reach the person

Check. Permissions are built when someone signs in. The profile page says it: Changes apply the next time people with this profile sign in.

Fix. Ask the person to sign out and in again. This is the most common cause after a profile edit, a role change or a new user.

The app is not in their profile, or is switched off

Check. Open the permission profile under Account settings › Users & Security › Permissions. The Apps list shows which apps are ticked, and a note such as 2 inactive apps hidden. Then open My applications and check that the app is Active. A person with no apps at all sees the message Your workspace when they sign in.

Fix. Tick the app in the profile, set a Landing app, and switch the application on. Check that the person has a role, and that the role uses this profile.

The module is not in the app, or View is off

Check. In the profile’s module table, the View box for the module must be ticked. In the application, the module must sit inside a group of the side menu.

Fix. Tick View, or add the module to a group with Add modules in the App builder. Modules that are in no application have no entry in App space.

They see only their own records

Check. The profile’s Team records switch decides the base rule. When it is off, people see only the records they created. When it is on, they see their own plus the records created by people under them in the org chart.

Fix. Turn Team records on, and build the org chart. Put the manager’s role on the chart, and put the roles of the people whose records they should see below it. Save the chart. Team records follow who created each record, so check that the module has a Created By field.

Tip from a Beezr Consultant

After you change the org chart, ask the manager to sign in again.

A record rule hides them

Check. In the profile, the Records column of the module shows All records or Only records that match rules. With rules, the sentence under the dialog reads, for example, People see Bids records where Assigned agent is me.

Fix. Open the rule. A User field with Me shows only records where that field is the person. If the field is empty on a record, nobody with that rule sees it, so check the data as well as the rule. To use Created by me or my team, give the module a Created By field. To use Me and my team, choose that all rules must match.

A hidden field is missing from a form

Check. The Fields column of the module may say, for example, 3 hidden. A hidden field is removed from forms. A read-only field displays its saved value.

Fix. Set it to Editable, or to Read-only if people should see it but not change it.

The list is empty or shows no columns

Check. The person may be allowed to see the records, but the view shows none. Open Dataviews for the module. If no view is on, the records page has nothing to show. A new table with no columns reads No columns yet. A Saved list with the option Wait for a list before loading shows nothing until a list is picked.

Fix. Switch a view on, add columns to the table, and clear any filters or lists on the page. See The Data views page.

A dashboard is missing

Check. Open Dashboards, choose the app, and Rename and access for the dashboard. A dashboard with no roles ticked is hidden from people who have a role.

Fix. Pick at least one role. Also check the Active switch.

Someone sees more than they should

Check. Three settings widen access:

• Full access on the profile shows every record of every permitted module and skips the record rules.
• Share data across users on the module shows its records to everyone, whatever their permissions.
• An administrator sees everything.

Fix. Turn off the setting that applies. To use Team records, build and save the org chart.