FAQ
FAQ
After setting up your database, you can share sheets and records with others, such as vendors or customers, based on your needs. The following section explains the different user types and sharing methods. Choose the option that best fits your organization.
In Ragic, users are categorized into the following three types:
These are employees or members of your company or organization. Based on their Access Rights, they can create, edit, and view records using sheets and features. The number of Internal Users allowed depends on your subscription plan. For more details, please refer to the pricing page.
These are users outside your organization who need frequent access to your sheets, for example, customers, distributors, or partners. External users must sign in with a Ragic account. There is no limit on the number of external users, but their access is restricted as follows:
1. They can only be "Survey User" or "Viewer" on a sheet. Meaning that they can only either see and edit records that they created or are assigned to them or have read-only access to all the records on a sheet.
2. They do not have access to certain functions inside the Tools or Reports button.
3. They cannot start approval. However, they can approve or reject if they are included in an approval flow.
For more details, please refer to this section.
These users cannot access your database by default. If you want them to view a sheet or create records, you can configure the settings below.
When sharing a sheet, you need to use different methods depending on the user type. Below are the sharing settings for each user type.
1. Setting Access Rights
First, assign appropriate Access Rights to each user or group based on the sheet’s usage. Users can then access the sheet according to their permissions.
Examples:
(1) Set the "Sales" group as Bulletin User on the "Sales Order" sheet. Members can create and view all sales orders but cannot edit others’ records.
(2) Add a vendor as an External User and set the "External Users" group as Survey User on the "Material Confirmation" sheet. The vendor can add and view their own submissions but cannot see other vendors’ records.
2. Using the Assign Feature
You can assign a record to a specific user, making them the Entry Manager of that record. For example, a sales manager creates a new "Customer" record and assigns it to another salesperson for follow-up.
However, the actual permissions depend on the user’s Access Level for the sheet:
| Access Level | Behavior After Assignment |
|---|---|
| No Rights | Cannot view or edit the assigned record due to lack of access to the sheet. |
| Survey Use | Can view and edit records assigned to them, even if they did not create them. |
| Viewer | Can view all records but cannot edit any, including those assigned to them. |
| Bulletin User | Can view all records and edit those assigned to them. |
3. Using Approval Flow
When an approval process is initiated and a user is assigned as an approver, they automatically become the Entry Manager of the record.
Example: If a customer is added as an External User and given Survey User access on the "Sales Order" sheet, they can view and edit the order once it is sent to them for approval.
As with assigned records, the user's actual permissions still depend on their Access Level. Users with No Rights cannot view and approve the record.
Note: If Activate and Notify Deputy is enabled, the deputy also becomes the Entry Manager for the record.
1. Setting Access Rights to Make the Sheet Public
If you want Users Without an Account or Not Logged In to view or submit data through a sheet, set the EVERYONE group to the appropriate Access Rights for that sheet. For detailed steps, please refer to this article.
2. Using the Share This Entry Feature
This feature allows you to grant temporary access to Users Without an Account or Not Logged In. For example, you can let a customer edit the order they submitted. Both Read Only and Editable modes are supported, and you can set an expiration date for the shared link. For details, see this section. In addition to sharing a link, you can also share records via WhatsApp.
3. Temporary Login Without Signing Up
By enabling Guest User email validation on the Email field, users can view and edit related records without a Ragic account. The login link is valid for one month. See this section for more information.
Note: When the sheet’s access is granted to the EVERYONE group, Users Without an Account or Not Logged In can create new records. To allow them to revisit and edit or review their records later, enable Guest User email validation on the Email field.
