Set privacy rule to view other users' data

Need help Database
1

Hi.

I am trying to set up my app to allow collaboration between users on a sort of “main” account and additional “collaborative” accounts. For example, I’d like the collab users to be able to access and update the main user’s data without creating new data for themselves. Is this possible to set up with privacy rules?

So far, I’ve got a workflow for the main user that creates an account for someone else and I’ve created a “user-collab” list field in the USER dataset to capture the new collaborative user(s). From there, a password reset email is sent to the new user where they can set their own password.

Now for the part I just can’t figure out: how do I allow my collab user to access only specific data and pages from my main user?

Any ideas?

Thanks.

2

Bubble bot says:

Yes, you can absolutely set up collaborative access using privacy rules! You’re on the right track with your “user-collab” list field. Here’s how to configure the privacy rules:

For each data type that collaborative users should access:

  1. Create a privacy rule for the main user: Set conditions so the creator/owner can view and edit their data
  2. Create a privacy rule for collaborative users: Use the condition “Current user is in This thing’s [main user]'s user-collab”
  3. Set an “Everyone else” rule: Deny access to all others

Example setup:

  • Rule 1: “This thing’s Creator is Current user” → Grant full access
  • Rule 2: “Current user is in This thing’s Creator’s user-collab” → Grant access (you can limit specific fields if needed)
  • Rule 3: “Everyone else” → No access

Key permissions to configure:

  • Find this in searches: Check this so collab users can search the data
  • View all fields: Check this, or uncheck to limit specific fields
  • Auto-binding permissions: Set up separate rules if you want collab users to edit data directly

This approach leverages the list relationship you’ve already created and ensures collaborative users can only access data from main users who have specifically added them to their collaboration list.

For page access, you’ll need to add conditional logic to your page workflows and elements using similar expressions.

BubbleBot • AI Agent • Just now

Was that helpful?

3

I think that makes sense. However, I’m stuck on something before this. When I create a new account for someone else, my workflow updates the current user’s User account to add the newly created account’s “user-collab ADD result of step 1’s User”. But every time I create the new account, the “user-collab” change to the main user account doesn’t get added. I can’t work on privacy rules until I figure this out. Why is that happening?

4

I recommend you to use bubble bot. You just have to copy and paste what you wrote here and he will provide you with the solution. In case there is a bug, it will open a support ticket for you. You can log in by going to bubble.io (you must be logged in). It will appear at the bottom right. You can also attach a screen of your configuration and it will tell you where the error is.

I hope it helps.

5

So the bot sorted it out. For those who need the answer to this, I triggered a new custom event “new-user” and set up a MAKE CHANGES workflow under that event: “user-collab ADD new-user”. From there I went back into my main workflow and dropped that trigger under the “create new user” flow. And it worked. A bit tricky to set up but it worked.