Share

Forms Permissions

The Forms tool has four permission levels:

  • Editors
  • Reviewers
  • Viewers
  • Managers

Permissions are set on each individual template and correspond to a respective setting in the collaboration model. Editors are specified in the Edit section, Viewers in the View section, and so on. See details in Collaboration Models in Forms.

By default, project administrators are Managers on all form templates. Other members can be added as managers by editing a form template.

In this topic, you will learn about the different permission levels:

Best Practices for Assigning Forms Permissions

Role Best Practices
Editors
  • Assign to members responsible for filling out the form.
  • Avoid adding people who you may want to correct any editors' work. Set these members as Template Managers if possible. Template managers can edit collaborative forms.
    		•
    Viewers
  • Assign to members that need to see the form after it's closed or in progress with the corresponding template option turned on.
  • Use this permission sparingly, as required by the type of workflow. For example, if you want a Safety Manager to review all completed safety forms, assign them as a Viewer.
    		•

    Forms Permission Levels

    Use the following table to see what each permission level can do depending on the form's status and the form's collaboration model.

    Permission Status View and comment Edit & submit Discard Review Archive Restore Reopen**
    Editors In progress Collaborative or Sequential: *



    Single Contributor: Only the form creator    		 Only the form creator N/A N/A N/A N/A
    In review N/A N/A N/A
    Closed N/A Collaborative:



    Sequential: Only the form submitter



    Single Contributor: Only the form creator    		 N/A
    Archived N/A N/A Collaborative:



    Sequential: Only the form submitter



    Single Contributor: Only the form creator    		 N/A
    Viewer In progress Only if the template allows viewers to see forms before they're submitted N/A N/A N/A N/A
    In review Only if the template allows viewers to see forms before they're submitted N/A N/A N/A
    Closed N/A N/A
    Archived N/A N/A N/A
    Reviewer In progress N/A N/A N/A N/A
    In review N/A N/A N/A
    Closed N/A N/A
    Archived N/A N/A N/A
    Managers In progress Collaborative or Sequential:



    Single Contributor: Only if the template allows viewers to see forms before they're submitted    		 Collaborative:



    Sequential: (Managers can reassign the form)



    Single Contributor:     		Collaborative or Sequential:



    Single Contributor:     		N/A N/A N/A N/A
    In review N/A N/A N/A
    Closed N/A Collaborative or Sequential:



    Single Contributor:     		N/A
    Archived N/A N/A Collaborative or Sequential:



    Single Contributor:     		N/A

    *If a form has section assignees, only the editors assigned to a section can edit and submit that section.

    **Reopening is only available on Closed forms that did not have reviewers.

    Was this information helpful?