> For the complete documentation index, see [llms.txt](https://docs.notionapps.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.notionapps.com/databases/data-restriction-and-filters.md). # Data restriction vs dynamic user filters vs per-list disable Canonical page for the **data half** of “who sees which rows.” Users → [Data Restriction](https://docs.notionapps.com/users/data-restriction) stays the Users-rail entry and should link here for the comparison. List filter how-to stays short. ## What this is / when to use it Three different features are easy to mix up. | Feature | Where you set it | What it does | When to use | | -------------------------------------- | ------------------- | --------------------------------------------------------------------------------------------------------------- | -------------------------------------------------------------------- | | **Data restriction** (personalization) | Users | Every list/details/form on that database only shows rows that match the logged-in user (or their linked fields) | Client should never see another client’s rows | | **Dynamic user property filters** | List screen filters | A list filter whose value comes from the logged-in user’s properties | One list should be “my region” without turning on global restriction | | **Per-screen / per-list disable** | Screen or component | Turns **off** data restriction for that screen or nested list | A staff directory must show everyone even though restriction is on | | **Builder filters** | Screen | Fixed values, nested **and** / **or** / **not** groups, clock tokens, current row, or a URL parameter | Working set, not identity | | **In-app filters** | Screen | `DYNAMIC` (all values in the field) or `PRE_DEFINED` (chips you define) | User-driven narrowing | When **not** to stack all five: pick the coarsest control that is safe. Restriction first for tenancy. Then list filters. Then in-app filters for convenience. ## Before you start 1. The app is private and the Users database is linked. 2. A property on the data database can match a user (email, relation to Users, or a shared select like Region). 3. You have a Staff role that may need the disable switch. ## Build it ### Data restriction 1. Open **Users → Data restriction**. 2. Choose the matching fields (user email → row email, or user ↔ relation). 3. Publish. View as a client. Confirm they only see their rows. ### Dynamic user filters on one list 1. Open the list → Filters. 2. Add a filter, set the value source to the logged-in user’s property (see the how-to [Filter List Screens by Logged-in User Properties](https://docs.notionapps.com/how-to-guides/filter-list-screens-by-logged-in-user-properties)). 3. Do not also enable restriction on that database unless you want both. ### Disable restriction on one screen 1. With restriction on, open the staff list. 2. Enable **Disable data restriction on this screen** (product help deep-link). 3. View as staff: all rows. View as client on a different screen: still restricted. ### In-app filters 1. Add an in-app filter. 2. `DYNAMIC` — users pick any value that exists in the column. 3. `PRE_DEFINED` — you define the chips (Open / Closed). Users cannot invent a third chip. ## Every control | Control | Options | What it does | | -------------------- | ------------------------------------------------------------------------------------ | --------------------------------------------------------------------------------------------------------------------------------------------------------- | | Restriction fields | User field ↔ row field | Tenancy. | | Disable on screen | On / off | Staff exceptions. | | Disable on component | Nested list | Data-to-data nested lists can inherit or disable. | | Filter source | Fixed value, logged-in user / user property, current row, clock token, URL parameter | Builder filter. See [Filter lists with groups and dynamic values](https://docs.notionapps.com/how-to-guides/filter-lists-with-groups-and-dynamic-values). | | In-app type | `DYNAMIC` / `PRE_DEFINED` | End-user chips. | | In-app name | Max 100 chars | Label. | **Data-to-data nested lists:** a details screen can show a related list. That nested list honors restriction unless you disable it on the component. Reload on the nested list is the relation “show reload button.” ## What users see Clients see “their” rows only when restriction is on. Staff on a disabled screen see the working set from builder filters. In-app chips only narrow what is already allowed. ## Limits and plans * Restriction is not navigation. Hidden screens are a different control. * Guests have no user record. Restriction treats them as empty — usually they should not see the screen. * Dynamic user filters need the property on the Users database. Identity dual-write can keep that property fresh. See [Identity admin](https://docs.notionapps.com/users/identity-admin). ## Example **Deliveries** restricted by Client relation = logged-in user’s Company. * Client list: restriction on, in-app `PRE_DEFINED` Status. * Staff “All deliveries”: restriction **disabled** on that screen, builder filter none, in-app `DYNAMIC` Client. * Details nested “File versions”: inherits restriction so a client never sees another client’s files. ## Fix problems | Symptom | Likely cause | What to do | | ------------------------------------ | -------------------------------------------- | ------------------------------------------------- | | Client sees everyone’s rows | Restriction off, or disable left on | Turn restriction on. Check disable. | | Staff sees nothing | Restriction on, no disable, user not matched | Fix the match fields or disable the staff screen. | | Filter how-to and this page disagree | How-to is the short job | This page is the comparison. | ## Related [Data Restriction](https://docs.notionapps.com/users/data-restriction). [In-app Filtering](https://docs.notionapps.com/screens-and-components/customize-a-screen/in-app-filtering). [Filter lists with groups and dynamic values](https://docs.notionapps.com/how-to-guides/filter-lists-with-groups-and-dynamic-values). [Identity admin](https://docs.notionapps.com/users/identity-admin).