Share a view with a role

Sharing a table gives people every row and every field of it. Often they need less: the sales team needs open deals, not the margin field; a client needs their own orders, not everyone's. Share a view instead. A role given a view reaches the rows and fields the view shows, and never the table behind it.

Share a view

1. Make the view, with the filter and the fields the people should have: see Views of one table.
2. In its definition, set Changes allowed to what they may do through it: read-only, or Insert, Update and Delete.
3. Choose the view's title at the top of the grid, then Share view.
4. Choose Add access, pick a role or a person, and a level: Viewer, Editor or Owner.

Roles, levels and the share sheet are described in Access.

How the two limits work together

• The view decides which rows and fields there are to reach. A person given the view can filter and sort what they see, but cannot see past the view's own filter.
• Changes allowed is the most anyone can do through the view. A role's level can narrow it but never widen it: an Editor of a read-only view still cannot change records.
• The view's table does not need to be shared with them at all. Leave it unshared, and the view is the only way in.

Combine this with a filter on the person reading, and one shared view gives each person only their own records: see Views that show each person their own records. Summaries are shared the same way, from their title's Share view.

How to give each person access to only what they need sets up roles, shares tables with them and gives one role a view instead.