FormSpace Permissions

 

About

FormSpace Permissions control the permissions that a group of users has in a particular FormSpace. These are primarily used to control what forms (and what state of form) users have access to on their mobile devices.  Less commonly, FormSpace permissions are used to give Pronto Users some administrative access to a particular FormSpace in the web portal, without giving them full Pronto Admin access to all FormSpaces.

FormSpace Permissions are defined on the FormSpace level, rather than by individual form, and are applied to groups rather than users. This means that if a group has "Can Submit" permissions to a FormSpace, all users in the group are able to access all deployed forms in it.

Note: For many teams, the default permissions will not need to be altered. They are configured to allow all users to see Active forms in FormSpaces their group is assigned to on their mobile devices and submit data for those forms. 

 

Types of Permissions

Four different permissions can be applied at the group level: Can Test, Can Submit, Can View, and Can Create.  

  • Can Submit and Can Test are the options which configure which forms users have access to on their mobile devices.  These are the most commonly used permissions, although the default settings often do not need to be altered.

  • Can Create and Can View are the options which can give a group limited administrative access in the FormSpace.   This differs from regular Pronto Admin users, who have access to every administrative function for every FormSpace on a team.  These permissions are used far less often than the Can Submit and Can Test form assignment permissions, and should be applied selectively.  In most teams, these permissions are never used.

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Can Submit

Users of a group with this permission can see and submit data records for Active forms within the selected FormSpace. 

  • Users with only Can Submit permissions will not see Draft forms in this FormSpace on their mobile devices. 
  • This is the typical setting for standard users and is intended for use in production. 
  • Because this is the most commonly desired setting, and is also the default setting, administrator intervention is rarely required when dealing with this permission.

Can Test

Users of a group with this permission can see and submit data records for Draft forms within the selected FormSpace. 

  • Users with only Can Test permissions will not see Active forms in this FormSpace on their mobile devices.
  • This setting is typically used to allow a group to test a form or form changes before deploying to all users.  Read more about introducing and testing form versions.

Can View

Users of a group with this permission can view (in the web portal "Data" screen) all data records submitted by any user for any forms within the selected FormSpace. 

  • All Pronto Users can view their own submitted data records in the web portal without this permission configured.
  • This permission is typically configured for a supervisor (in a "supervisor group" or similar) who needs to be able to view data records submitted by their team, but does not need to be able to manage forms or other assets in the web portal.

Can Create

Users of a group with this permission can create and edit forms, data sources, data destinations, etc. within the selected FormSpace. 

  • While Pronto Admins can create and edit forms and data sources in all FormSpaces, Pronto Users in a group with this permission can only do so in FormSpaces in which their group has this permission.
  • It is recommended that very few users should have form-building and editing access. 

Combining Permissions

  • Different permissions can be combined for the same Group.  For example, if Can Submit and Can Test permissions are configured for the same FormSpace, users will be able to access both Active and Draft forms in the FormSpace on their mobile devices.  This permission is often configured for a group of users who are responsible for testing a new form version in Draft state, but may also need to submit production data against Active forms.  
  • If a user is in more than one group, like a “Production Group” (with “Can Submit” permissions only) and a “Test Group” (with “Can Test” permissions only), permissions from both groups will apply to the user.  

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Viewing Configured Permissions

There are a few different pathways for viewing and editing permissions.

View permissions currently configured for a Group

  1. Mouse over the Users & Groups tab in the main dashboard of the ProntoForms web portal.
  2. Select the desired group.
    • Users: shows User Permissions, which provide some administrative access to regular Pronto users (these are covered under Advanced Permissions)
    • FormSpaces:  shows which FormSpaces the group has access to, and the type of access.

View permissions currently configured for a User

  1. Mouse over the Users & Groups tab in the main dashboard of the ProntoForms web portal.
  2. Select the desired user.
  3. Enter the user's Permissions tab.
    • User Groups: shows groups that the user is part of, as well as User Permissions in these groups, which provide some administrative access to regular Pronto users (these are covered under User Permissions).
    • User FormSpace Permissions:  Lists FormSpace Permissions (as discussed above).  All FormSpaces the user has permissions for through any group are listed, along with a detailed list of every form and data source included in each of the FormSpaces.

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Updating FormSpace Permissions

  1. Navigate to the desired Group.
  2. Mouse over the dropdown beside the group name.
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  3. Select Edit FormSpace Permissions.

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