Access filters · Docs · SAPUGO Community

An access filter sits on a table and decides which rows and which columns are in scope. Every view, dashboard widget and export reads the table through an access filter. Nothing on screen reaches a table directly.

Use access filters when different people must see different parts of the same table. For example, technicians only see open jobs in their own branch, while the owner sees everything.

In a few settings screens, access filters are called base views. Both names mean the same thing.

The Everything filter#

Every table starts with an access filter called Everything. It returns every row and every column.

Everything is part of the table itself. It cannot be renamed, deleted or given row filters. To limit rows, create another access filter.

Where to find access filters#

Open a table. Its access filters appear as tabs below the table's name, starting with Everything. They also appear as rows under the table in the Database section of the sidebar.

Click a tab to switch between them. The header always shows the table's name, icon and cover, not the filter's.

What an access filter controls#

Which rows are in scope. You set this with filter conditions, combined with "and" or "or", including nested groups of conditions.
Which columns are hidden. A hidden column is left out of reading, editing and exports for everyone who uses this access filter.
Which columns are read-only. A column can be editable in one access filter and read-only in another. Hidden columns are always read-only.
Which groups are routed here. Members of the groups you assign land on this access filter automatically.

Create an access filter#

Open the table.
Choose the + at the right end of the tab bar.
Enter a name that describes the slice, for example Open jobs or Branch North.
Choose Create.
Open Filter and add the conditions that define which rows belong in it. Use Add condition for a single rule and Add condition group to combine rules.
Choose Save for everyone so the conditions apply to everyone using this access filter.

A filter that matches "all of the following" only keeps rows where every condition is true. A filter that matches "any of the following" keeps rows where at least one is true.

Hide columns#

Open the access filter and open its view settings.
Choose Property visibility.
Hide the columns this group of people should not see.

Hiding a column here also hides it in every view built on this access filter. Before the change is saved, SAPUGO shows which views are affected.

Route groups to an access filter#

Routing sends each person to the right access filter based on their groups.

Open the access filter and open its view settings.
Choose Permissions.
Under Group Routing, choose Add group routing rule.
Select a group. Add more groups if needed.
Save your changes.

Priority#

Access filters work like an ordered list. To change the order, drag the tabs (or the rows in the sidebar). The access filter at the top has the highest priority.

When a person opens a view that uses routing, SAPUGO goes down the list and picks the first access filter assigned to one of their groups. A person in several groups still gets exactly one access filter: the highest one that matches.

If no assignment matches, the person gets the first access filter they are allowed to read. On a new table, that is Everything.

Access filters have their own access rules. A person who cannot read an access filter is never routed to it. Make sure the groups you route can read the filter. See Access.

Use an access filter in a view#

When you create a view, you choose how it gets its access filter.

Fixed. Under Parent Data View, pick one access filter. Everyone who can open the view sees that slice, whatever groups they are in. Use this for screens meant for one role.

Routed. Turn on Resolve parent base view dynamically via group routing and pick the table. Each person gets the access filter their groups are routed to. Use this when several roles share the same screen but must see different rows.

Views can only narrow what their access filter allows:

A view's own filter is applied on top of the access filter's conditions.
A view can hide more columns or make more columns read-only, but it cannot show a hidden column or make a read-only column editable.

What an access filter is not#

An access filter is not a display preference. If two people should see the same rows in a different order, create two views on the same access filter, or let each person change the sort. If two people must not see each other's rows, create two access filters.

An access filter is also not the screen your team works in. You can open it as a table, but the screens you build for a team are the views on top of it: the board, the calendar, the filtered list.

Rename, change the icon or delete#

Right-click a tab to:

Rename the access filter.
Choose an Icon for it.
Delete Access Filter. This removes the filter only. The table's records are not deleted.

Plan your access filters#

For each table, list the access filters you need in priority order. For each one, write down:

its name,
which rows it contains, in plain words,
which columns are hidden or read-only,
which groups are routed to it.

Access filter	Rows	Hidden columns	Groups
Everything	All jobs	None	Owners, Office
Branch North	Jobs where Branch is North	Price	Technicians North
Branch South	Jobs where Branch is South	Price	Technicians South

Keep Everything for the people who should see every row. Add a narrower access filter for each role that must be confined. Do not create an access filter only to change the sort order.

ViewsBuild working screens on top of an access filter.GroupsCreate the groups you route to access filters.AccessControl who can open each object.TablesSet up the tables your access filters sit on.