Forms permissions

Misty Flowers

September 30, 2020 16:56

Forms module permissions work at two levels: Global (module-wide access) and Folder Level (access to specific form folders and their contents). Admin-level Global access grants full access to all forms; View level requires Folder Level permissions to be configured separately. A Composer checkbox must be enabled for the admin group first.

💡Quick answers

What are the two levels of Forms permissions? Global Level (module-wide access by admin group) and Folder Level (access to specific form folders and their contents).
Choosing between Not Allowed, View, and Admin at the Global Level? Not Allowed hides the Forms module entirely; View allows folder-level access to be granted and lets notification recipients view file attachments; Admin gives full access to all forms and tasks.
Why would you set Global permissions to View instead of Admin? To use Folder Level permissions to limit an admin to specific folders; setting Global to Admin automatically grants access to all folders with no restriction.
What can a Folder Level Admin do that View, Edit & Delete (All Forms) cannot? Change the folder settings itself; View, Edit & Delete (All Forms) provides access to forms in the folder but not the folder's own configuration.
Can Forms Folder permissions be set on the Uncategorized folder? No; permissions can be configured on any folder except the Uncategorized folder.

In this article, we’ll describe the process for granting permissions within the Forms module.

This article refers to our newest product, Forms, which is available to you in your modules list. You may be a Legacy Forms Manager user which has a different set of help documentation.

Not sure? Please review "Which forms module do I have: New Forms or Legacy Forms Manager?"

Define Composer rights

Forms permissions can be granted to any admin user in an admin group. When you define admin user group rights for this group, make sure that anyone being granted Forms permissions has the Composer box checked.

Set Global and Folder Level permissions

Set permissions for the following levels within the Forms module: Global Level and Folder Level.

Set Global Level permissions

To access Forms Global Level permissions, click the gear icon in the top-right corner.

forms permissions.png

In the Forms Permissions window, grant permission levels per admin user group.

forms permissions column.png

Not Allowed users will not have access to the Forms module from the left-hand navigation.
View means that users can be assigned rights to specific folders. This level is also helpful for times when you'd like to give a person receiving form notifications access to view file attachments opened with a link included in form submissions, which also requires the granular Forms Folder permission of "View, Edit & Delete" (All or Own, depending on who is creating the form).
Admin users will have full access to all forms in the module and all tasks related to forms.

Important Note

If overall Forms permissions are set to Admin for a group, users in that group will automatically have permissions for all folders. Set permissions to View to utilize the folder permissions settings to limit access per folder.

Set Folder Level permissions

To access Forms Folder Level permissions:

Hover over any folder to make the three-dot More Actions Menu appear.
Select Settings.
Go to the Permissions tab to add users or groups and grant access.
Set permissions on any and all folders, except the Uncategorized folder.

folder settings permissions.png

After you have selected the user or group, choose their level of access:

Admin allows users to see and edit all forms in a particular folder, as well as change the folder settings. This level is able to edit form submissions and track all changes in the edit log.
View, Edit & Delete (All Forms) gives users the ability to see and make changes to all forms in this folder, as well as create new forms. Admin users at this level can also:
- Receive and click the link in form notification emails to be able to view submissions and open up file attachment links.
- Edit the form submissions for any forms, even those that an admin user didn't create.
View, Edit & Delete (Own Forms Only) is the level where users can see and make changes on forms that they have created, as well as create new forms in the folder. Admin users at this level can also:
- Click on the link in form notification emails to view submissions and open file attachment links, but only on the forms the particular admin user has created.
- Edit form submissions only for those forms that this user created.

Finalsite's Three-Step Guide to Setting Permissions

For an overview on how permissions work within the Finalsite system, read, "The Finalsite Guide to Permissions" where you can find a List of Permission Guides for each area.