That the user only see the rows where he is added

1

I need a certain user to only be able to see the rows where he is added, i am new using the platform

2

Hi @Gabriel_Luezas and Welcome to the Community :partying_face: !

So, I’m not really in front of my computer at the moment but you could create a Users table where each row would store one user (in a People field) and give to each user a role (Admin, user, etc…) :blush:

Something like this :

Users Table

The roles here are just stored within a simple single select list, but you could also store those in their own table and use a Relation field to give a role to each person or, depending on your use case scenario, even a checkbox could do the job :blush: …

In this case, the Admin role implies that I can see everything whenever I want and the User role I gave to my other account (the 2nd one on the screenshot) would be the one limited to “where added only” :blush:

In the next screenshots, there’s an unfiltered Source table where I’ve selected people in the multi select People field for each row in the table and then there’s a [View of Source] which is a filtered connected view of the table Source displaying rows depending on the role I gave to the user in the Users table :blush:

Here’s what I see as an Admin

First Account - Filtered View
First Account - Filtered View2396Ă—1232 206 KB

And here’s what I see as a User

Second Account - Filtered view
Second Account - Filtered view2396Ă—1246 220 KB

And the Filter formula I used on the connected view [View of Source] is :

Users.Filter([Select list - Roles] = User).Name.WithName(User_Only,
  User_Only.Contains(User()).Not() 
  OR 
  (thisRow.People.Contains(User_Only) AND thisRow.People.Contains(User()))
)

Where :

Users.Filter([Select list - Roles] = User).Name.WithName(User_Only,
 ...
)

Filters the table Users and retrieves the people with a User role which is then stored within the named value User_Only (WithName()) so it can be re-used later without recalculating it.

And then I ask the Filter this :

User_Only.Contains(User()).Not() 
  OR 
(thisRow.People.Contains(User_Only) AND thisRow.People.Contains(User()))

Where :

User_Only.Contains(User()).Not()

The first condition returns true if the value stored within User_Only (previously returned by the Filter() formula) doesn’t contains the current user (User()).
In other words, it will return true if the current user is an Admin (as there are only 2 roles here)

OR

thisRow.People.Contains(User_Only) AND thisRow.People.Contains(User())

The second condition of the Filter will return true if :

  1. the value in thisRow.People contains the value within User_Only.
    So it compares the values in the field People in the table Source for thisRow to the value within User_Only.

    AND

  2. the value within thisRow.People contains the user currently looking at the doc (User())

Both conditions for this 2nd condition here needs to be true (a row in the table Source needs to contains a “User only” person in the field People and the “User only” person needs to be looking at the doc) for the filter to do its job and return the appropriated rows :blush:

User Only filter formula
User Only filter formula2718Ă—1326 354 KB

Depending on your use case and current setup, this might need some adjustments though… as I could only test this with 2 accounts only :innocent: …

E.g.: You might want to use this Filter() formula instead to apply the same logic for each user’s role you might need but the Admin one :

Users.Filter([Select list - Roles] != Admin).Name.WithName(User_Only,
 ...
)

or this one if you wish to limit the visibility of some rows for different roles…

Users.Filter([Select list - Roles].Contains(User,[Another limited role])).Name.WithName(User_Only,
 ...
)

But I hope this helps a little :blush: !

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