User roles are essential for controlling access and ensuring that users interact with app content and functionality relevant to their responsibilities. AppSheet allows you to create custom user roles tailored to your application’s specific needs. In this comprehensive blog post, we’ll guide you through the process of implementing custom user roles in AppSheet using formulas to limit views based on user roles stored in a user table, providing a personalized and secure app experience.
Creating Custom User Roles in AppSheet
Custom user roles in AppSheet enable you to categorize users based on their roles or responsibilities, ensuring that each user interacts with the app’s data and features pertinent to their job functions.
Step 1: Define User Roles in Your Data Source
- Start by creating a table in your data source (e.g., a spreadsheet or database) where you can define and manage user roles. This table should include a column for user emails (or IDs) and a column for their corresponding roles.
Step 2: Configure User Roles in AppSheet
- In the AppSheet app editor, navigate to the “Data” section and select the user table containing the user roles information.
- Create a virtual column in the user table, naming it something like “User Role.” In this column, use a formula to fetch the user’s role based on their email or ID.
Step 3: Limit Views Based on User Roles
- In the views you want to restrict based on user roles, apply a “Show If” formula. This formula will determine whether the view is visible to a specific role or roles.
- Use an expression like
IN([User Role], LIST("Admin", "Manager"))to limit access to the view to users with roles of “Admin” or “Manager.” Adjust the roles and logic as needed to match your application’s requirements.
Step 4: Test and Fine-Tune
- Preview your app and test the custom user role functionality to ensure that users can access only the views corresponding to their roles.
- Fine-tune the “Show If” formulas and access restrictions based on user feedback and evolving role requirements.
