Roles are groups of users. You give roles access to forms and submissions, instead of granting access to individual users.
Built-in roles
|
Role |
Who has it |
|---|---|
|
Administrator |
Full access to every form, submission and setting |
|
Authenticated |
Every signed-in user |
|
Anonymous |
Anyone who is not signed in. Use it for public forms. |
Roles from Active Directory and S9IM
When you synchronize with Active Directory or Square 9 Identity Manager, GlobalForms creates a role for each group, with the same name, and adds each user to the roles for their groups. Group roles can also secure GlobalCapture workflow steps.
Create, rename or delete roles
Add roles for your own purposes, for example a Reviewers role that can see every submission of a request form. GlobalForms includes three forms for this, available to administrators:
|
Form |
Use it to |
|---|---|
|
Create Role |
Add a role. Enter a Title and a Description, then select Submit. A message confirms the role was created. |
|
Update Role |
Rename a role or change its description. Choose the role, edit the title or description, then select Submit. |
|
Delete Role |
Delete a role you created. The built-in Administrator, Authenticated and Anonymous roles can't be deleted. |
These forms are hidden from the designer's form list. To find them, on the designer home page set the search box next to Forms to Tags and type hidden. Select View next to the form to use it.
Use a meaningful description for each role; it makes maintenance easier later. There is no limit on the number of roles.
Add users to roles
A user's roles are set on their record in the User resource. This works for new and existing users.
-
On the designer home page, set the search box next to Resources to Tags, type
hidden, and open the User resource. -
Select the View Data tab and open the user.
-
Select Edit Submission Roles.
-
In Roles, add or remove roles.
-
Select Save Changes.
Every signed-in user also has the Authenticated role. Users synchronized from Active Directory or S9IM get their group roles from the synchronization.
See who has a role
The designer doesn't have a list of a role's members. The user list on the View Data tab shows names and email addresses, but not roles.
-
One user: open the user in the User resource and select Edit Submission Roles. The Roles box shows their roles.
For roles that come from Active Directory or S9IM groups, check the group's membership in Active Directory or S9IM; synchronization sets the roles in GlobalForms.
Use roles
Once roles exist, choose them in each form's access settings to control who can open the form and work with its submissions. See User Permissions.