Interface filter records based on user shared with

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6 - Interface Innovator
6 - Interface Innovator

Problem Explanation:

I need help with sharing specific records in an Airtable interface with various teams that I work with, without exposing the underlying data. Here are the details:

  • Objective: Share the interface and only specific records with the team but not the base, ensuring team members see only their team's records.
  • Current Method: Using the interface share button to share the interface, not the base.
  • Challenge: I do not want to add team members as collaborators to the base to filter records based on their email or collaborator column.
  • Limitations: Creating separate interfaces for each team to share with is inefficient and not scalable, especially since team sizes vary from one to twenty members.


What is the best way to filter records for each team and its team members when they log into the interface, without allowing them access to the base?

Any advice would be greatly appreciated! Thank you!

9 Replies 9
5 - Automation Enthusiast
5 - Automation Enthusiast

From what I understand, unless you need extensive compound filters, this is a great use case for Softr. You can set elements to only be visible if, for example, they are on x team or y team. Downside is they'll need to create an account with your "app" via Softr native or Google Sign in authentication. Bright side is it won't cost Airtable editor pricing per user. You might even be able to keep it free (+ your usual airtable costs) if you don't need/care about certain functions. If you're not familiar, I recommend checking it out. If you need help, I'm cheap to hire and their support is top tier.

I'm not looking to move from Airtable to Softr.

Gotcha - just to be sure you're aware though, Softr builds on top of Airtable. It's not a move, all your data is already usable, it's essentially just an alternate interface builder with a lot more flexibility.

OOO makes sense thanks. Still looking for airtable solution first since we already pay for it. Thank you!


4 - Data Explorer
4 - Data Explorer

Hi, just to clarify, you want to create a single interface for all your team members, ensuring that when they access it, only the records relevant to their team are visible?

Hmm, may I know what issues you faced adding the team members as read-only collaborators to the Interface only (without access to the base), and filtering on "Current User"?

I want to filter records by the collaborator and not add them to my base.

So I want to set my client as a collaborator. I can only add them to the record as a collaborator if I add them to my base. I don't have any other option. Am I missing something here. Thank you for the help Adam.



The end goal is to filer by current user. But not add them to the base.



When in an Interface with a "User" type field, I can add users like this to the Interface:

Screenshot 2024-07-11 at 10.43.21 AM.png
Users added in this fashion only have Interface access and do not have access to the base