How do I scope Zoho Creator portal data so each client only sees their own records?

Link every record to the client, usually through a field holding the portal user's email or a lookup to a Clients form. Then give the portal profile access only to reports filtered on the logged-in user, using criteria such as the email field equals zoho.loginuserid. Test with two portal users before going live. Filtering must happen on the report and permissions, not only in the page design.

Creator portals let external users log in to your app. Each portal user has a profile that controls which forms and reports they can use. The profile alone does not separate one client's data from another, so you need a link between each record and its owner. A Clients form with a portal email field, and a lookup from every other form to Clients, is a clean pattern.

Next, create reports meant only for portal users and set report criteria that match the logged-in user. Zoho Creator exposes the current user through system variables such as zoho.loginuserid. For child records, filter through the lookup, for example Client.Email equals the logged-in user. Give portal profiles access to these filtered reports only, never to the internal all-records reports.

Test the setup with two client logins and try to reach the other client's data through page links and direct report URLs. Also check exports and search. If you would rather have a portal designed and tested for data separation, Flowpeak can build it as a fixed-scope Creator project.

Written by Flowpeak, a Zoho implementation partner. Zoho pricing and features change, so confirm current details on the official Zoho site. Free checklists | Ask us a question