Permissions Quick Reference

This topic provides information about the different user, group, and FormSpace permissionsClosed 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:

Essentials
Advanced
Enterprise

Contents

How permissions work

User rolesClosed 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 groupsClosed 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 FormSpaceClosed 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.
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 Mobile App Forms, Inbox, Sent, and Search lists.
Info:The following topics provide more details about the different levels of permissions.

User roles

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 saved as “DraftClosed 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 TeamworkClosed 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

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

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

  • 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

DispatchClosed 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 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

 
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 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

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