- 18 May 2023
- 10 Minutes to read
Interface Designer permissions
- Updated on 18 May 2023
- 10 Minutes to read
Because Interface Designer offers flexible ways to simplify workflows, visualize data, and tailor information to different audiences across organizations, it's important to review the permissions assigned to any/all interfaces, bases, and data you share with collaborators. Read along to learn the ins and outs of permissions in Interface Designer.
|Plan availability||All plan types/levels|
|Platform(s)||Web/Browser, Mac app, and Windows app|
Interface-only collaborators - Interface-only collaborators are users who are only invited to the interface, not the underlying base.
Interface Designer at a glance
Interface Designer is a powerful way for creators to work and partner with collaborators without those collaborators needing full access to all the information stored in a single base. Instead, creators can build interfaces on top of the same base—ensuring collaborators always see and interact with the information most relevant to them. Consult our getting started with Interface Designer article if you are interested to learn more about why and when to use Interface Designer.
Interface Designer permissions overview
After publishing an interface, creators can share it with other users. This allows creators to define their permission level/type and restrict access to certain data.
Users can share interfaces with individuals or groups* (Enterprise only) directly via email, with the option to notify users. Additionally, base creators can create one or more invite links that automatically grant interface access once clicked. Invite by link is only available to base creators when workspace restrictions permit doing so. These options are covered in more detail in this support article.
The following chart helps visualize how Interface Designer permissions impact different levels of collaborators:
|Interface Designer actions||Interface-only viewer||Interface-only commentor||Interface-only editor||Base viewer||Base commenter||Base editor||Base creator||Non-Airtable user / external colleague|
|Can view interfaces||✅ ||✅||✅||✅||✅||✅ ||✅ ||❌|
Can comment on interfaces
Can edit interface records
|❌||❌ || ✅||❌ ||❌ ||✅||✅||❌|
|Can create new records via form entry in interfaces containing form functionality||❌||❌||✅||❌||❌||✅||✅||❌|
|Can access the full base||❌||❌|| ❌ ||✅||✅||✅||✅||❌|
|Can add or update interfaces and interface pages||❌||❌ || ❌ ||❌||❌|| ❌ ||✅||❌|
|Can share access to interfaces at their permission level||✅ 1||✅ 1||✅ 1||✅||✅||✅||✅||❌|
|Billable (Pro plans)||❌||✅||✅||❌||✅||✅||✅||❌|
1 When interface access restrictions are enabled, users with interface-only access are not able to share interfaces with other users. You can learn more about this feature below.
Using Interface designer permissions
As part of interface building, thinking about permissions allows you more control and flexibility over your and your team’s work. So, once you’ve opened or started creating an interface, consider who you’re sharing your work with—what access their contribution requires—and the sensitivity of the data being shared.
You’ll be able to personalize interface content for users via the Users can see option. Here you can set whether:
- All records - All users see all records possible based on other interface settings.
- Viewer’s records only - Users only see only their records. A user field is required for this option to be available. Enterprise customers additionally have access to user groups functionality allowing them to give viewing access to the same records for an entire group of users.
- Specific records - All users see only specific records based on one or more conditions or conditional groups.
You can also set the fields that will be visible from this menu of options.
When creating or editing an interface, you'll be able to allow users with the appropriate permissions to:
- Edit records inline - This will allow end users to edit or add new records in a similar fashion to the way that record editing and adding work in a base.
- Add records - This option allows you to add a button to the interface that end-users can click. When clicked, this button will open a form to enter record details and ultimately create a new record. As a creator you'll want to edit the form that end users see and give the button a customized label.
You can choose to enable just one or both of these options can be enabled at the same time, depending upon your workflow's needs.
Interface designer permissions dependencies
With Interface Designer, certain parts of Airtable and how permissions interact with collaborators have changed in ways that impact how creators/collaborators previously used Airtable.
Field visibility - Interface Designer replaces the need for hidden fields because now collaborators only see fields and information you've shared with them specifically.
- Filter elements - In addition to showing a filtered set of records to all users, interface creators can also add filter elements, allowing end users to control what they see.
- Viewing individual records details: When expanding a record to see its details, you now see a full-page experience fully customizable in Interface Designer.
- List elements require these detail pages to be enabled. Once enabled, creators can design record detail pages showing specific fields — in any orientation to their end users.
- Collaborators only see fields that creators add to their record detail pages. As a result, hidden fields are no longer available.
- Detail pages are reusable per table and per interface. So, for example, if a creator has two grids on two separate detail pages in an interface showing records from their “projects” table, they’ll use the same record detail page layout.
- Notifications - Mentioning a collaborator in an interface notifies them and redirects them to the interface.
- Disappearing records - If a collaborator’s access is revoked, they will immediately lose access to the interface they’re using. But if the collaborator updates an interface, causing the row not to match filters. In that case, they will retain access to that record for 5 minutes.
- Workspace restrictions - For Pro plans, workspace sharing restrictions are extended to interfaces (but not domain restrictions). While Enterprise plans restrictions impact both workspace sharing and domain restrictions.
- Commenting: When mentioning someone in a comment, comment on the intended interface, not the base. Any person mentioned in a base comment — who doesn't have previous access to that base — will not receive notifications.
- Interface-only impact on billing: It's important to remember that granting interface-only permissions to collaborators impacts the owner's billing. To learn more about how billing works, review Airtable's billing overview.
Restricting interface sharing
In some cases, creators on Pro/Enterprise plans may want to restrict interface sharing to only allow base collaborators to share the interface with other users. Enter interface sharing restrictions.
- When this toggle is turned on, only users with base access are able to share the interface with other users.
- Users with interface-only access will not be able to share the interface with other users.
- Users with interface-only access can still request access for other users and the workspace owner(s) will ultimately decide if access to the interface is granted.
- This feature is on a per-interface basis. For bases that contain multiple interfaces, this option will need to be configured for each separate interface.
- Creators will also be able to invite new users by email. However, to limit new users from getting access without approval, they will no longer be able view or manage invite links. The Invite by Link tab will be disabled in the Share Dialog.
- When this toggle is turned off (default), users with interface or base access are able to share the interface with other users.
- This means that a user with interface-only access can grant interface-only access to other users at or below their permission level.
- If a workspace has workspace sharing restrictions enabled, sharing will always be disabled for all bases and interfaces within that workspace.
- This feature is only available to Creators/Owners with base access on Pro/Enterprise plans
- Navigate to the interface that you wish to restrict and enter editing mode by clicking Edit at the upper right portion on the page.
- Click the settings icon in the upper right corner of the interface navigation bar.
- This will open up the interface settings where the interface sharing restrictions can be enabled or disabled.
There are other related considerations outlined in the FAQs below, however, an Airtable account login is the first requirement in order to view an interface. To share information from a base with people who do not have an Airtable account consider creating a base or view share link.
Collaborators with “Owner” or “Creator” collaborator permissions on a base can create new interfaces and groups of interfaces.
While interfaces are available to all customers on all plans, the ability to share interfaces separately from the base is restricted to Pro & Enterprise users only.
Not necessarily. It depends on whether the option to allow access to the base was checked when the invitation was sent. Ultimately, only base collaborators can view the underlying base.
Interface Designer will always save the most recent changes to an interface. So, if more than one collaborator is editing the same interface, Interface Designer will reflect the last changes to both collaborators.
No, a base collaborator with Commenter or Read-only permissions on a base can't edit or modify a base’s records through an interface. This also means that commenters and read-only users are not able to fill out form elements in interfaces.
If you made a change to an interface or to the elements contained in an interface itself, you must first publish the changes for that interface in order for other collaborators in a base to see those changes.
Suppose you share an interface URL with someone who is not a base collaborator. In that case, they can request access to the interface without needing access to the underlying base. The workspace owner can then grant access or ignore the request. If you share an interface URL with someone who is an interface collaborator — but not a base collaborator — they may or may not be able to see the exact record you linked depending on their permissions as set by the interface.
On Free & Plus plans, if you share an interface URL with someone who is not a base or interface collaborator, they will have to request access to the interface, granting them access to the underlying base. The workspace owner can then give access or ignore the request.
We do not support duplicating interfaces into another base at this time.
Field and table permissions set in the base will extend and be respected in Interfaces as well.
All Interfaces users will be able to share the Interface further at their permission level or below. For the Enterprise & Pro plans, if workspace sharing restrictions are turned on, then only workspace owners can share the base. See this workplace restrictions article for more information.
No, sharing an interface will share all published pages on that interface.
Enterprise admins can navigate to the Admin panel’s Users tab to view a particular user and confirm the interfaces they have access to and their permission level per interface.
Enterprise admins can navigate to the Admin panel’s Interfaces tab to see the full list of interfaces within the organization.