Form permissions

Any form created with FormFlow has 4 different levels of permissions, based on form usage:

1. Submitters
2. Viewers
3. Form Managers
4. Reviewers

The first three permission classifications have their own set of options that you can change at any time, from the Permissions tab located in the top menu. Reviewers are set as part of the form workflow, and their options are managed in the Workflow tab in the top menu.

There is also an additional option to include form entries in search results for people with the correct permissions.

Permissions for Submitters

Submitters are any users that can submit entries to the form. Submitters can only view their own entries. Here are all the different permissions you can set for Submitters:

1. The Submitter field indicates who can create entries for the form. By default, this box is set to All Registered Users, but you can change this to include other groups or individuals.
   
   
   
   
   • Having Submitter permissions will allow the user to submit a form entry as well as review any entries they have submitted.
      
2. By default, form entries show the Submitter's name. To make it so that form entries are not associated with the Submitter's name or user id, click on the box "Make submissions anonymous."
   
   • There will be no record of which user submitted an entry on an anonymous form. The user name is replaced with "Anonymous User".
   • Even administrators cannot view which user submitted an entry.
   • When this checkbox is selected, some other options become unavailable.
   • To learn more, see Create an anonymous form.
     
     
3. By default, Submitters are allowed to view, but not edit, their form entries. To allow editing, click on the box "Allow submitters to edit their form entries after they've been submitted". 
   
   
   
   
   • Submitters will be able to edit any of their entries
   • Submitters cannot edit the form status, or who the form is assigned to
   • Submitters cannot archive or delete their entries, nor can they perform any bulk actions
      
4. To limit the number of times a user can submit a form entry, click on the box "Limit the number of times a person can submit the form" and enter a number.
   
   
   
   
   • Archived entries will count towards the limit, but deleted entries will not
   • Once a user has reached the limit, the user will no longer be able to submit entries for that form
      
5. If you want to limit the total number of form entries you receive, click on the box "Limit the maximum number of submissions for this form" and enter the cutoff number you want in the text box. 
   
   
   
   
   • Any cutoff limit you set will include all archived entries, but not deleted entries.
   • Once the maximum number of entries has been reached, the form will automatically close.

Permissions for Viewers

Viewers can see ALL submitted form entries, but they cannot approve them or submit their own.

1. By default, there are no users listed as Viewers.
2. Add individual users or security groups to be Viewers by typing their names in the text box. 
   
   
    
3. Delete Viewers by clicking on the X next to the individual user’s name or the security group name.
   
   

Permissions for Form Managers

Form Managers are users or security groups that can edit or manage the form. They will have access to the form via the Form Overview and be able to edit via the Form Builder.

1. By default the form creator is automatically a Form Manager and cannot be removed.
   
   
    
2. Add new users or security groups to be Form Managers by typing their names in the text.
   
   
    
3. Delete Form Managers by clicking the X next to the user or group name.​​​​​​​
   
   

Permissions for Search Results

1. By default this option is not selected.
2. Activate this setting by clicking on the checkbox.
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3. Once activated, everyone with Viewer, Reviewer, and Form Manager permissions will be able to see all form entries in their main search results. Submitters will only be able to see entries they’ve created.​​​​​​​​​