How can I keep records hidden until approved? I would like each user to be able to see all their own records, including those not approved. Non-approved records from other users should be hidden. How can I do this?
Hi,
You can follow the steps below to achieve this setup:
-
Set user access rights:
On the sheet, grant users the Survey User access right. This allows them to view and edit only the records they’ve created or are assigned to, without access to others’ records.
Access Rights Documentation
Assigning Entries Documentation -
Create a multiple version of the sheet:
How to Set Up Multiple Versions -
Add an approval status field:
On the new version, add a field using the APPROVAL.STATUS() formula.
When a record has been approved through all steps, this field will automatically update to F (Finished).
Approval Formula Documentation -
Create a fixed filter for approved records:
Set up a fixed filter so that only approved records (where the status field equals F) are displayed.
Saving Filters as Views -
Configure access rights for the approved records:
- To allow users to view but not edit approved records, assign them the Viewer right.
- To allow users to view approved records and edit their own assigned records, assign them the Bulletin User right.
Access Rights Documentation
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