User Permissions

 

About

User Permissions can allow regular Users limited administrative access to the FormSpaces their group is assigned to.  This differs from regular Admin users, who have access to every FormSpace on a team.  These permissions are used far less often than FormSpace Permissions, and should be applied selectively. 

User permissions are applied at the user level, not the group level.

 

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User Roles

ProntoForms permissions are, in part, tied to user roles. There are 3 different types of Roles: 

  • Mobile-Only User:
    • Mobile-only users can submit forms from their mobile devices.
    • Can change their own password from the web portal, but have no other access to administration tools.
  • User:  
    • This is the standard role for a typical field user.  As with a Mobile-Only user, a User can submit forms from mobile devices, but they can also log into the portal to view their submitted data records.  They will see their own submitted data.  
    • With advanced permissions configured, a User can also view and modify other users' permissions.
    • Can change their own password from the web portal.
  • Admin:
    • Is the highest level of access to a ProntoForms team.
    • Can view Data Records from all users on their team from the web portal.
    • Can create/edit/delete forms from the web portal.
    • Can manage all Forms, FormSpaces, Users, Groups, and Data in their team from the web portal.

 

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Types of Permissions

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Group Admin

This permission allows a regular User access to administer group memberships and user permissions for their group, but they cannot change FormSpace assignments and permissions.

Data Record Submission Listener

This permission allows a User to receive email copies of all data records (submitted by users in the group) that pass through an email data destination with the "Send email to the users with 'Data Record Submission Listener' checked in the Data Record Submitter's groups" option turned on.   This permission is typically used for a manager or supervisor.

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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 Users and their User Permissions, as discussed above.
    • FormSpaces:  Lists the group's FormSpace Permissions

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.
    • User FormSpace Permissions:  Lists FormSpace Permissions.  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 User Permissions

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

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