- When creating a new category for form, access is not limited until one or more user groups have access rights set.
- This means that if a new category is created it will be shown for all user groups.
- Once the category has permissions set, it will deny access to everyone else who does not belong to a group which has access rights.
- To delete data through view data the user will require allow access and delete etc
Definitions
- User Group - user groups within Permissions Manager (General/Widget API broker user groups are being phased out and should be ignored).
- Categories - form categories within New Forms designer.
Category Permissions Explained
These permissions only apply within the forms designer.
Category Permissions| Category Permission
|
What it gives you access to?
|
|---|
| Allow Access | Shows Category to user |
| Design | Ability to design/edit a form or process |
| Settings | Ability to amend settings |
| Bulk Edit | Ability to use bulk edit feature within form design |
| Fill | Ability to test fill in designer |
| View Data | Ability to view data related to a form or process |
| Case View | Shows Case views for the respective category to user |
| Integrations | Ability to add/delete/edit integrations for a form or process |
| Delete | Ability to delete a form or process |
| Publish | Ability to publish forms and processes |
Examples:
Problem - I have a category and want a specific user group to only be able to view data.
Solution - Give Allow Access and View Data permissions to that user group.
Problem - I have a category and want a specific user group to be able to design and publish but not view data.
Solution - Give Allow Access, Design and Publish permissions to that user group.
Restricting visibility of categories
This information relates to features that can be found in more detail in Self Admin - System Forms.
It is possible to restrict the visibility of a category, so that only the user groups that have been assigned 'Fill' permissions are able to view and fill in the form. To do this, you must go to:
Self Admin -> System Forms -> Forms -> Restrict
Note: Processes will only be visible on Self/Dash if the form category has been enabled in Self Admin - System Forms.
Important information about category permissions
- In the Forms product, in permissions manager, in order for it to be possible to enable and disable a user group's permissions to a category, there needs to be another user group that has permissions to that category.
- If no user group has any permissions enabled for a particular category, it will not be possible to enable and disable permissions to it for user groups.
- We therefore recommend that you have an 'Admin' user group in your permissions manager, which has permissions to every category. This way enabling and disabling category permissions for user groups becomes much simpler.
