If your app is on a Private Plan, you can assign roles to the users in your User Profiles table. You can then use these roles with Row Owner columns to make certain records only accessible to certain users.
This allows you to, for example, give many people the role of 'Admin' and then make 'Admin' a Row Owner for certain rows. Now, only people with the role of Admin will be able to access those rows.
If each of your rows has only one owner, then you can just use a single column with the emails in and make that a Row Owner column.
If you need more than 1 person to own a row, you could use an Array Column as a Row Owner column, but that means that – every time you need to give more people access to a row – you have to add another column to your array.
A much better way of assigning multiple owners to rows is through the use of roles.
To use Roles, your app must be on a Private Plan. Private Plan apps will see a new property in their User Profile Configuration called 'Role'.
A role can be any kind of text string, so long as it's not an email address. You can choose a single column for your role column, or an Array Column – and have multiple roles per user.
You can use Roles in lots of ways, but one of the most important is securing data with Row Owners.
In the image below you can see that we've added the name of the role in the Row Owners column. This means that anyone who is assigned the role in that row will have access to that row.
You can read more about Array Columns here, but below is the way this looks in the sheet.
If you let your users add items then you may want to automatically secure the row that gets added and make it accessible only to people with the same role as the person who added it.
This is possible with the use of User Profile Columns. Read more below 👇
You can allow users of your apps to set the role of new users that they add. However, they can only be assigned roles that the adding user has.
For example, if a user who has the role of
Editor and adds a new user to the app – they can only assign that new user the role of
Therefore, if you want users in your app to be able to assign all role-types – then they need to be given all role-types themselves.