Permissions Quick Reference

This topic provides information about the different user, group, and FormSpace permissions FormSpace Permissions control the permissions that a user group has in a particular FormSpace. These are primarily used to control the forms (and the state of form) users can access on their mobile devices. Less commonly, FormSpace permissions give non-admin Users some administrative access to a particular FormSpace without giving them full Admin access to all FormSpaces. that users can have on the Mobile App and the Web Portal.

Available on all tiers, with more options on the Advanced and Enterprise tiers:

Essentials

Advanced

Enterprise

Contents

Permissions Quick Reference

How permissions work

User roles User roles determine the areas of the Web Portal that a user can access. There are three role types: Mobile-Only User (can submit forms in the mobile app and change their password in the Web Portal), User (can submit forms in the mobile app and access tools in the Web Portal, depending on their FormSpace permissions), and Admin (can do the same as users, plus create and edit forms in the Form Builder, and more). An admin can change a user's role in their user profile.

A user role defines whether a TrueContext user can access the Web Portal and what they can access within the portal.

User groups A group is a collection of users in a TrueContext team. Team admins assign users to their groups, and group settings determine what permissions users have for accessing forms. Users must be in a group to access forms.

User groups provide a way to assign FormSpace

FormSpaces are where forms are stored and organized in the TrueContext Web Portal. A TrueContext Team may have multiple FormSpaces, depending on their needs. Admins can set FormSpace permissions to control which users have access to the forms in that FormSpace. permissions to different sets of users. 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 to give:

Can Create permissions to form designers.
Can Submit permissions to field users.
Can View permissions to supervisors.
Can Manage Assignments permissions to dispatchers.
Can Approve permissions to reviewers who must approve submitted records (Enterprise tier only).

Tip:Remember that FormSpace permissions apply to groups. To edit FormSpace permissions, go to Users & Groups > Groups > GroupName. Hover over the arrow next to the group name, and then select Edit FormSpace Permissions.

Team settings

Team-level mobile device settings provide access to different types of functionality. For example, you must enable Search at the team level so that users can search on the mobile device.

At the team level, you can control access to the following Mobile App tabs:

Forms
Inbox
Sent
Search (Advanced and Enterprise tiers only)
Group Inbox (Enterprise tier only)

Info:The following topics provide more details about the different levels of permissions.

User roles

Admin user: By default, Admin users can access all Form Definitions A Form Definition is a template for an actual form or record that field users interact with. Using the Form Builder, you define the structure, layout, fields and data types, and logic of a form. A Form Definition also specifies resources available to users on their devices, such as Images and Documents, and mappings for data brought in from external sources., Resources, and Records on the Web Portal. They can also set up Connections A Connection is an integration point that's used to link a TrueContext Data Source or Data Destination to an external service to import or export data. Data Destinations and Data Sources that share the same external service can also share the same Connection. to third-party systems and create Data Sources Data sources, also known as "Lookups", are external sources of data that you upload or connect to TrueContext. You can reference this data in a form to populate answers or answer options. Data sources save typing, reduce errors, and make it easy to provide mobile users with only the relevant, most current data. and Data Destinations.

Tip:Admin users have most of the permissions they might need, including Can View, Can Create, and Can Manage Assignments permissions for all FormSpaces. For Can Submit, Can Test, and Can Approve permissions, the Admin user must belong to a user group that has those permissions.
User: Users have access to the Mobile App and some of the Web Portal functionality. The functionality they can use depends on the assigned FormSpace permissions.
Mobile-only user: A Mobile-only user has permissions to open and submit forms and to use the Web Portal to change their password and update their account details.

Mobile App permissions

Action	User role	Other settings
Open an active form	Any user role in a group with the Can Submit FormSpace permission	None
Open a draft form for testing Note:This refers to a form definition saved as “Draft A draft form is a partially filled-out form saved on a device, or a preliminary version of a form that's been saved but not deployed in the Form Builder.” in the Web Portal, not on the user’s device.	Any user role in a group with the Can Test FormSpace permission	None
Claim a TrueContext Teamwork TrueContext Teamwork is an Enterprise tier feature that enables mobile users to transfer incomplete forms for other users to complete as part of a multi-user workflow. This can be useful for jobs that require someone else's expertise or that span multiple shifts.-enabled form	Any user role in a group with the Can Submit FormSpace permission	Your TrueContext Team must be on the Enterprise tier. Display tab 'Search'? must be enabled in the Mobile Device Team Settings The Team Settings page is the page where an admin can manage their team's account and edit certain information, such as assigning a Problem Contact Email Address, toggling push notifications, and viewing the account's billing information..
Send or transfer (submit) a TrueContext Teamwork-enabled form	Any user role in a group with the Can Submit FormSpace permission	Your TrueContext Team must be on the Enterprise tier.

Web Portal permissions for account setup

Action	User role
Change password	Admin user Note:Admins can change passwords for other users on their team, except for other admins. Team admins must change their own passwords. User Mobile-only user
Edit their own user profile	Admin user User Mobile-only user

Web Portal permissions for forms and form resources

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

Action	User role
Create, edit, or delete a Form Definition Data Destination A Data Destination specifies where to send data from a submitted form. You can use Data Destinations to automate data sharing and storage, routing data to a specific service (such as email or cloud storage) in several different formats. Data Source Data sources, also known as "Lookups", are external sources of data that you upload or connect to TrueContext. You can reference this data in a form to populate answers or answer options. Data sources save typing, reduce errors, and make it easy to provide mobile users with only the relevant, most current data. Document Resource	Admin user User in a group with the Can Create FormSpace permission
Archive an active Form Definition	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 The term "dispatch" refers to the act of sending a form to a mobile user or customer. Typically, a dispatched form includes some information pre-filled to give the recipient context for the work to be done. Dispatch can be manual or automated (using a Dispatch Data Destination or the TrueContext REST API). a form.	Admin user User in a group with the Can Create or Can Manage Assignments FormSpace permission

Web Portal permissions for dispatched and submitted forms

Action	User role	Other settings
View and export your own form submissions	Admin user User in a group with the Can Submit FormSpace permission	None
View and export 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
Schedule a CSV export of a form’s dispatches and submissions	Admin user	Note:If an Admin user schedules a CSV export, and then their role changes, the scheduled export fails with an error and is deactivated.
View and filter a list of all dispatched and submitted forms	Admin user User in a group with the Can View FormSpace permissions	None
View and filter records that are part of an Approval Workflow (Enterprise tier only)	Admin user User in a group that has Can Approve FormSpace permissions
Receive by email form submissions from a specific group	Any User role with the following User permissions: Form Submission Listener	You must have an email Data Destination configured for the form with the option to send an email to the Form Submission Listener selected. 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 and export all dispatched and submitted forms	Admin user	None
Unassign and assign incomplete TrueContext 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
For records in an Approval Workflow (Enterprise tier only): Claim a submitted record to review it Approve a submitted record Request changes to a submitted record Withdraw approval from a completed record	User or Admin user in a group with the Can Approve FormSpace permission	None
Change the assignment of a dispatched record	Admin user User in a group with the Can Manage Assignments FormSpace permission	None Tip:Customers on the Enterprise tier can send the record to a user, group, or FormSpace.

Web Portal permissions for user and group management

Action	User role
Add or remove users from a group.	Admin user User with the Group Admin permission
Create or edit users.	Admin user
Create or edit groups.	Admin user
Edit user permissions—grant users Group Admin and Form Submission Listener permissions.	Admin user User with the Group Admin permission