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User Permissions

Each form has its own permissions that control which roles can create, view, change and delete its submissions. Set them in the form builder, on the form's Access tab, in the User Permissions section.

Own vs. All permissions

  • Own permissions apply only to submissions the user created (the user is the submission's owner).

  • All permissions apply to every submission of the form, whoever created it.

Read All, Update All and Delete All give access to every submission of the form. Grant them only to roles that genuinely need to see everyone's data, such as a small reviewer role. By default, no role has them.

Submission permissions

Permission

Allows a user with the role to…

Default roles

Create Own Submissions

Submit the form. The user becomes the submission's owner.

Authenticated

Read Own Submissions

View submissions they own

Authenticated

Update Own Submissions

Change submissions they own

None

Delete Own Submissions

Delete submissions they own

Authenticated

Read All Submissions

View any submission of the form

None

Update All Submissions

Change any submission, including changing its owner

None

Delete All Submissions

Delete any submission of the form

None

Administrators always have full access.

The User Permissions section on the Access tab, with Authenticated in Create Own, Read Own and Delete Own Submissions
The User Permissions section on the Access tab, with the default roles

The defaults above apply to forms created in the form builder. Forms imported or created another way keep the permissions they were saved with, so check the Access tab after importing.

Common setups

Scenario

Permissions

Public form anyone can submit, without signing in

Give Anonymous Create Own Submissions. Give no other permissions to Anonymous.

Staff form, where people see only their own entries

Keep the defaults for Authenticated.

Staff can save and come back to finish later

Add Update Own Submissions for Authenticated.

A review team sees every submission

Give the reviewers' role Read All Submissions. Add Update All only if they must edit.

GlobalCapture and submission security

Permissions on a form are in addition to any security GlobalCapture applies to a submission while it is in a workflow. For example, validation actions on a submission are shown only to users secured to that workflow step.