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Permissions Quick Reference

  • Updated

This topic provides reference information about the different user, group and FormSpace permissions that users can have on the Mobile App and the Web Portal.

Supported on all tiers:

Essentials
Advanced
Enterprise

 

Contents

How permissions work

User role
A user role defines whether a ProntoForms user can access the Web Portal and what they can access within the portal.
FormSpace groups
FormSpace groups give users access to the forms and resources within the FormSpace. Users can be members of one or more groups.
FormSpace permissions
FormSpace permissions define what group members can do within the FormSpace. For example, you might want group members to test draft forms or view the form data submitted by other group members.
Team settings
Team-level mobile device settings define whether to display the Sent, Forms, Inbox, and Search areas on the ProntoForms mobile app.
Info:The following topics provide more details about the different levels of permissions.

User roles

  • Admin user: By default, Admin users can access all mobile and Web Portal functionality.

  • User: Users have access to the mobile app and some of the Web Portal functionality.

  • Mobile-only user: A Mobile-only user has permissions to open and submit forms, and to use the Web Portal to change their password.

Mobile App permissions

ActionUser roleOther settings
Open an active form

  • Admin user

  • Any other user role in a group with the Can Submit FormSpace permission
 None

Open a draft form for testing

Note:This refers to a form saved as “Draft” in the Web Portal, not on the user’s device.

  • Admin user

  • Any other user role in a group with the Can Test FormSpace permission

None
Claim ownership of a ProntoForms Teamwork-enabled form
  • Admin user
  • Any other user role in a group with the Can Submit FormSpace permission

  1. Your ProntoForms Team must be on the Enterprise tier.

  2. Display tab 'Search'? must be enabled in the Mobile Device Team Settings.

Send or transfer (submit) a ProntoForms Teamwork-enabled form (Enterprise tier only)

  • Admin user

  • Any other user role in a group with the Can Submit FormSpace permission

None

Web Portal permissions for account configuration

ActionUser role
Change password

  • Admin user

  • User

  • Mobile-only user

Edit user profile
  • Admin user

  • User

  • Mobile-only user

Web Portal permissions for forms and form resources

Note:The term User refers to the specific role “User,” not to Mobile-only users.

ActionUser role

Create, edit, or delete a

  • Form

  • Data Destination

  • Data Source

  • Document

  • Form Image

  • Admin user

  • User in a group with the Can Create FormSpace permission

Create, edit, or delete a FormSpace.

  • Admin user

Create, edit, or delete a Connection.

  • Admin user

Dispatch a form.

  • Admin user

  • User in a group with the Can Create FormSpace permission

Web Portal permissions for dispatched and submitted forms

ActionUser roleOther settings
View your own form submissions

  • Admin user

  • User in a group with the Can Submit FormSpace permission

None

View forms dispatched to or submitted by other users within the same FormSpace

  • Admin user

  • User in a group with the Can View FormSpace permission

None

Receive by email form submissions from a specific group

Any User role with the following User permissions:

  • Form Submission Listener

  1. You must have an email Data Destination configured for the form with the option to send an email to the Form Submission Listener selected.

  2. The user receives emails according to the Data Destination’s filtering configurations.

Note:You can enable all users in a group to receive all submitted forms in their group when you configure an email Data Destination. Go to the Email Data Destination topic to learn how to configure the Form Submission email recipients.

View all dispatched and submitted formsAdmin user

None

Unassign and Reassign incomplete ProntoForms Teamwork-enabled forms (for Enterprise tier only)

  • Admin user

  • User in a group with the Can View FormSpace permission

None

Send a complete form for editing
  • Admin user

  • User in a group with the Can View FormSpace permission

None

Web Portal permissions for user and group management

ActionUser role
Add or remove users from a group.

  • Admin user

  • User in a group with the Group Admin User permission

Create or edit users.

  • Admin user

Create or edit groups.

  • Admin user

Edit user permissions.

  • Admin user

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