Restricting Quote and Order Visibility by User

A guide for printIQ users

What is this feature?

Restricting Quote and Order Visibility by User is a per-user setting that controls which quotes and orders a logged-in user can see on the customer-facing boards in printIQ. When restrictions are applied, a user only sees items they created, manage, or are listed as the contact on. Without restrictions, a user linked to a customer sees everything for that customer. The feature applies to both Customer users on the portal and internal Staff users, and can be configured independently for each.

Why would I use it?

• Customer portal users who belong to the same company can be scoped to their own quotes and orders, preventing one team member from seeing another's work.
• A team manager at a customer account can retain full visibility across all quotes and orders while each staff member under them sees only their own.
• Internal staff users can be limited to a single customer, preventing them from creating quotes for accounts they shouldn't access.
• The Default Quote Contact setting auto-populates the Contact field on new quotes, reducing manual data entry and ensuring the right contact is always attached.

When does this apply?

Restrictions take effect as soon as a user logs in. The boards affected are the RFQ Quotes board, the Quotes board, and the Orders board. These are the customer-facing boards. Production boards are not affected: if a Staff user has restrictions applied, they still see all jobs on production-based boards. Restrictions work at the user record level and can be turned on or off per user at any time.

Which boards are affected?

Restrictions apply to the following boards:

• RFQ Quotes
• Quotes
• Orders

Staff users with restrictions applied continue to see all jobs on production-based boards. Only the three customer-facing boards listed above are scoped.

How is it set up?

There are two user types: Customer users (portal users who belong to a customer account) and Staff users (internal printIQ users). Each type has its own common scenarios.

Customer users — Scenario A: Team Manager

Use this setup when a customer has multiple staff placing orders and one person needs full visibility across all of them.

• Link the user account to the customer record in user details.
• Leave Default Quote Contact blank.
• Set "Restrict to own quotes/orders" to NO in user details.
  

     

Result: the Team Manager sees all quotes and orders created for their company.

Customer users — Scenario B: Team Staff Member

Use this setup when the Team Manager wants each staff member to see only the quotes and orders they are personally attached to.

• Link the user account to the customer record.
• Set Default Quote Contact to the staff member's contact name.
• Set "Restrict to own quotes/orders" to YES.
  

Result: the staff member only sees quotes and orders where they are the person who created the quote, the Account Manager, or the Quote Contact. The Default Quote Contact setting also auto-populates the Contact field on any new quote they create.

Staff users — Scenario A: Restrict to own quotes only

• Set "Restrict to own quotes/orders" to YES.

Result: the staff user sees only quotes and orders they created or are attached to on customer-facing boards. Production boards are unaffected.

Staff users — Scenario B: Restrict to a single customer

• Select the customer under the Customer/Site field on the user record.

Result: the staff user can only create quotes for that specific customer.

Staff users — Scenario C: Override default quote contact

• Select the desired contact in the Default Contact field on the user record.

Result: any quote created by this user for the linked customer auto-populates with the selected contact, overriding the customer record's default.

What happens after restrictions are applied?

1. Boards are filtered immediately: The user sees only quotes and orders matching the restriction criteria the next time they log in or refresh the board.
2. New quotes auto-populate the contact field: If a Default Quote Contact is set, printIQ fills in the Contact field on any new quote the user creates, overriding the customer record's default.
3. Production boards are unaffected: Staff users with restrictions still have full access to production-based boards. Only the three customer-facing boards are scoped.

What about quotes a user is not attached to?

If a restricted user has been added to a quote as Account Manager or Quote Contact after the quote was created, that quote appears in their filtered view. The restriction checks all three attachment points: creator, Account Manager, and Quote Contact. A quote does not need to have been created by the user to be visible, as long as the user is attached to it in one of those roles.

Settings to know about

Restricting Quote and Order Visibility by User isn't working. What should I check?

Is the user linked to a customer record?

Open the user record and confirm a customer is linked in the Customer/Site field. Without this link, visibility restrictions have no anchor point.

Is "Restrict to own quotes/orders" set correctly?

Check the user record. The setting needs to be set to YES for a restricted view or NO for full visibility. A blank or incorrect value may mean the restriction isn't active.

Is the Default Quote Contact set when you expect auto-population?

If the Contact field isn't auto-populating on new quotes, check that the Default Quote Contact field on the user record is filled in with the correct contact name.

Is the user a Staff user expecting to see production boards?

Confirm you're checking the correct board type. Staff users with restrictions applied still see all jobs on production-based boards. Restrictions only scope the RFQ Quotes, Quotes, and Orders boards.

Still not seeing the expected behaviour after checking the above?

Reach out to your system administrator or the printIQ support team for a closer look at the configuration.