About the Recordset Query Limitation Effects

When Recordset Query Limitation is enabled, the number of records that can appear within a view is limited based on the user's permissions. The following is an overview of how this limitation impacts a user:

• If a user is a member of multiple groups, Aptify uses the Group permission setting that provides the user with the highest limit. Consider the following scenario:
  • An organization sets an entity's Recordset Query Limit to 20 for the Users group.
  • The organization sets an entity's Recordset Query Limit to 50 for the Accounting group.
  • A user who is a member of both the Users and Accounting groups can see up to 50 records in a view of that entity.
     
• Even if an administrator has defined Entity User permissions for a specific user, Aptify still uses the permission setting that provides the user with the highest limit. The user's particular permissions do not necessarily take precedence over his/her group permissions. Consider the following scenario:
  • An organization sets an entity's Recordset Query Limit to 20 for the Users group.
  • The organization set an entity's Recordset Query Limit to 10 for a user named John Public who is also a member of the Users group.
  • John Public can see up to 20 records in a view of that entity.
     
• If a user creates or opens a view that would normally contain more records than his/her limit, a message box appears to alert the user.
  • For example, if a user is limited to 20 records for the Companies entity, the following message appears each time the user opens or creates a Companies view that would normally contain 20 or more records:
     
• After a user clicks OK to close a Query Record Limitation message, the view opens but only displays the number of records specified by the user's limit.
  • Although the view shows a limited number of records, the user still has access to all of the records that would appear in the unrestricted view.
  • A user can use the sorting options to display different records within the same restricted view. For example, sorting the records in descending order and sorting the records in ascending order displays different record sets. Note that if using the sorting buttons directly in the view, the system resorts only the records that are currently displayed. The user must refresh the view first to see a new set of records.
     
• A Query Record Limitation message box does not appear if a user creates or opens a view that returns a number of records that is less than the user's limit.
  • For example, if the user's limit is 20 records and he/she opens a view that contains 19 records, no message appears. However, if the user opens a view that contains exactly 20 records, the message appears.