Hello dears again,
I have a question regarding showing the data. I have 9 accounts for which I have given permission to use the data collection form. What are the options that I need to activate to let each user see their entered data only, not other users data?
Hello!
You have two main options to make sure each user only sees the data they entered:
- Limit access based on assigned user
This option works if your form has a user field (e.g. “Assigned to”). You can set permissions so that users can only view, add, or edit records assigned to them. This is ideal for one-to-one assignments, like a Case Worker handling their own cases. - Limit access based on a parameter
You can define custom parameters such as “Region” or “Partner”, and then restrict access based on those values. For example, users assigned to the “North” region would only see records tagged with “North”. You can even combine conditions (e.g., see only data from your partner and your sector).
For more detailed information and step-by-step examples, please check this resource: Understanding Roles
Please note: You’ll need to apply these access rules to each role you’ve created. If all 9 accounts use the same role, you only need to configure it once. But if each user has a different role, you’ll need to set the permissions separately for each one.
3 Likes