The miniExtensions Portal is the ideal tool for use cases like this. It allows you to easily control the records each user can access through a users table, and you can link as many projects as you need to your portal. Users will be able to manage only the records associated with them for each project, and you can remove any obsolete tables from the portal when they are no longer needed. Follow this link to learn more about how to set up your users table. Once your users table is ready, follow these steps:
Create a new portal extension by selecting your Data Table, then the User Field linking each project record to the users who should see it. Continue through the login, profile, record-creation and form-field questions. After creation, add further tables in the Tables section. Each table will be displayed as a linked record field, showing the number of current views and a button to add or modify the child form below its name.
💡 If your projects share a common table, you can create multiple views for each project and set filters for the specific data. If you like, you can use an Airtable view that already contains the data your employees need to access.
You can choose which tables are shown to different types of users as explained in this article.
If you want users to see all records or a set of records without managing them, you can add read-only views:
Select the table with the records you want to display. In the Views section, open an existing view or add a new one, selecting the 'Show all records' option.
Disable 'Allow users to expand and edit records' to prevent editing or expanding existing records in this view. Record creation and unlinking have separate controls. See how to show all records read-only while allowing users to edit their own records.
💡 Views can also have different view types (e.g. grid, list, gallery etc.) from other tables in the portal, allowing you full control over how your data is displayed.
By leveraging the flexible combination of tables, views, and permissions, you can create an employee portal as simple or as complex as your needs require.