Skip to main content

Search

Let us guide you!

Filter a view by user ID for a mirror workspace

Filter a view by user ID, then share it in a mirror workspace: each user only sees their own rows.

Prerequisite: each row must hold, in a simple field, the user ID of the person concerned. All the setup happens in the source workspace.
Contents
  1. 1. How does each user see only their own data?
  2. 2. How do you create the mirror workspace?
  3. 3. How do you set up the view filtered by user ID?
  4. 4. How do you share the view in the mirror workspace?
  5. 5. Go further

1. How does each user see only their own data?

This setup links three elements. The example used here: technicians who only see their own work orders.

The source workspace, or admin workspace

It holds all the data. You set up the filtered view there.

The view filtered by user ID

It only shows the rows of the logged-in user.

The mirror workspace

It receives the filtered view. End users work there, with no access to the source workspace.
The same setup works for a customer or supplier portal, or for a sales rep and their portfolio.

2. How do you create the mirror workspace?

The mirror workspace is the workspace shared by all your end users. From the home page, create a new blank workspace → Create a workspace from scratch

Invite your technicians at the end, once the view is shared (chapter 4).

3. How do you set up the view filtered by user ID?

In the source workspace, prepare a view dedicated to the mirror workspace. Its filter compares a field with the logged-in user.

1
Add an Assigned to field
In your work order table. On each row, enter the user ID of the technician concerned.
2
Create a My tasks view
A view dedicated to the mirror workspace → Exercise 2: Creating a view
3
Filter on the Assigned to field
Choose the contains the TimeTonic @ID of the user option, then click Save with view.
Filters window: Assigned to field and the contains the TimeTonic @ID of the user option at the top of the list

The view now only shows the rows whose Assigned to field contains the ID of the logged-in user.

Set the filter in the source workspace. A filter added by the user in the mirror workspace is not kept from one session to the next.
This method applies to a simple field. To link a row to its creator, use a Link to another table column. The method: Link to another table, section “Assign a collaborator automatically”.

4. How do you share the view in the mirror workspace?

Share the filtered view in the mirror workspace, then invite your end users there.

1
Open the My tasks view
In the source workspace.
2
Click Share
Then on Share view in another workspace.
3
Choose the mirror workspace
The one created in chapter 2.
4
Invite your technicians to the mirror workspace
They see the My tasks view there, with only their own rows.
Share menu open: Share view in another workspace option, below the CSV and XLSX exports

Each technician accesses their own work orders. They see neither the main database nor the data of other technicians.

You can add more views to the mirror workspace: it stays isolated from your main databases. To remove a share → Create and use a mirror view, chapter 6.

5. Go further

Go further

Create and use a mirror view

How a mirror view works, its limits and how to remove a share.

Read more →

Go further

Use user ID to restrict access

Other uses of the user ID in a view, with the video.

Read more →

Go further

Managing member permissions

Choose the role of each member of the mirror workspace.

Read more →

Related to

Aidez-nous à améliorer notre contenu : cet article vous a-t-il été utile ?
Utilisateurs qui ont trouvé cela utile : 3 sur 4
Return to top