1. Administrator's Guide
  2. Managing Form Templates
  3. Creating Form Templates
  4. Setting Form Template Access for Users, Groups, or Teams and Bulk Uploading

Setting Form Template Access for Users, Groups, or Teams and Bulk Uploading

On the Access tab, you determine which users, groups, or teams are authorized and what function they perform on the form:

  • The top panel shows the list of users, groups, or teams with View access.

  • The bottom panel displays the entity's form data that the user has access to.

You can import lists of viewers in CSV files to quickly assign access to multiple users. Viewers can be users, groups or teams. You then use the View option to determine the stage at which they can access a form. You can also export the list of users for analysis by administrators.

Note:

You must define a Workflow before you assign Viewer access.

To add access:

  1. In New Form or Edit Form from the New Form or Edit Form dialog on the Form Templates dashboard, click the Access tab if you selected to edit a form.
  2. In the Viewers Access area, click New to search and add a user, group, or team as follows:
    1. Click the assignee image button in the Viewer Access area. The Select User dialog is displayed.
    2. Search Users, Groups or Teams by selecting the backup user image button and then the Search button. The Search Results area is populated.
    3. Select a user, group, or team from the Search Results area.
    4. Click OK. The selection is displayed in the Viewers Access area.
  3. Optional: To load Viewer Access for multiple users, groups, or teams from a CSV file:
    1. Click Import in the Viewer Access section.
    2. Browse to select the file.
    3. For Import Type, select Replace All or Update.
    4. Select a File Delimiter.
    5. Click Import.
  4. Optional: To export Viewer Access for multiple users, groups, or teams from a CSV file: Click Export To CSV in the Viewer Access section to export to a CSV file to modify and re-import.
  5. In Entities, by default, all the form data for a specific entity is selected. You select or clear data individually using the check box next to each. Select or clear all by clicking the check box in the title area.

    Select a View Option:

    • Always—You can view the data anytime even if the data entry is not complete or has not been submitted for approval.

    • After Submission—You can view the data as soon as the preparer submits the data, even before it has been approved.

    • After Approval—You can't view the data until after all levels of approvals are granted.

  6. Click Save.