Person fields

A User field holds a person of your workspace: who an order is assigned to, who manages a customer, who must approve an invoice. Because it names the person rather than holding typed words, a filter can show each person their own records.

Add a person field

1. Choose + at the right of the headers, name the field, such as Assigned to, and pick the type User.
2. Tick the details of the person to show, such as their name or e-mail. At least one stays ticked.
3. If you want, use Limit records to offer only some people.
4. Choose Save.

The User type is not offered in a connected database: the list of people lives in the workspace's own database.

Who can be picked

Click the cell and type part of a name. The list holds the members of the workspace, with their name and e-mail, and the field shows the person's initials and name. Someone invited joins the list once they are a member.

• System, which signs the changes made by schedules, is never offered.
• Someone who leaves the workspace stays on the records that name them.

Show each person their own records

1. Open the table and choose Filter, then Add condition.
2. Pick the person field, keep is, and choose Me instead of a name. The condition now reads Current user.
3. Choose Apply.

Each person who reads the table with this filter sees the records that name them, not the ones that name you. Save it as the table's layout so that everyone opens the table this way (see Hide fields and save the layout). The same works on Created by and Updated by, which are person fields Sterodata fills in itself.

A filter in the grid only arranges what each person sees; anyone can remove it. To make sure people can reach only their own records, give them a view that keeps only those: the worked example is How to give each person access to only what they need.

Importing people

When an import fills a person field, each value is matched to a member by e-mail first, then by name. The review counts the values that match nobody, or more than one person, before anything is written. See Import records.

A default of the current user

A default value of current_user() does not record who made the record. It shows whoever is reading, in every empty cell. To know who made a record, use Created by. See Default values.