FormSpace Permissions

FormSpaces in the TrueContext Web Portal contain Form Definitions and Form Resources. Within a FormSpace, you can allow users to build and dispatch forms, open and submit forms, or access records.

This topic lists the different FormSpace permissions and describes how they work.

Available on all tiers:

Contents

• FormSpace Permissions
  • User roles and FormSpace user groups
  • Categories of FormSpace permissions
  • How FormSpace permissions work
  • FormSpace permissions reference table
  • Check permissions
  • Edit FormSpace permissions

User roles and FormSpace user groups

A user’s role and the groups they’re assigned to define what they can access within a 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..

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

  For example, Mobile-only users can only use the Web Portal to change their passwords.

• 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. provide a way to assign 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. to different sets of users. Users can be members of one or more groups.

  For example:

  • A Mobile-only user in a group that has Can Submit and Can Test permissions can open and submit both Active and 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. (test) forms.

  • A regular (non-Admin) User in a group that has Can View permissions can access dispatched and submitted records. They can’t access forms and resources unless their group also has Can Create permissions.

Tip:Admin users have most of the permissions they need, including Can View and Can Create permissions for all FormSpaces. For Can Approve, Can Submit, and Can Test permissions, the Admin user must belong to a user group that has those permissions.

Categories of FormSpace permissions

Category	Permissions
Mobile App	Can Submit—Open and submit Active forms, including forms saved to the Drafts list on the device. Can Test—Open and submit forms in the Draft state. This refers to the state of the form on the Web Portal, not on the device.
Administration	Can Create— Create and edit 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., and dispatch forms. Using an existing Connection created by an Admin user, create and edit 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 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.. Create and edit output Documents and Resources. Can View—Access and download dispatched and submitted records in the Web Portal.
Supervision	Can Approve—Approve submitted records as part of an Approval Workflow (Enterprise tier only).

How FormSpace permissions work

An Admin user sets up user groups and assigns FormSpace permissions to each group. Consider the following when you set up permissions:

• Every group is assigned Can Submit permissions by default. These permissions are enough for users who only need to open and submit forms.

• Admin users can assign multiple permissions to the same group, such as Can Submit and Can Test. Users have all the permissions assigned to the group.

• Permissions are additive. If a user is assigned to two groups, for example, the user has all the permissions assigned to both groups.

• Admin users have most of the permissions they need by default.

  • The Admin user role has built-in Can View and Can Create permissions for all FormSpaces.
  • For an Admin user to have Can Approve, Can Submit, and Can Test permissions, they must be part of a group that has those permissions.

• Only enable Can Create permissions for users who are authorized to access and change Form Definitions and Resources in a given FormSpace.

• Email notifications can be enabled for each form that’s set up with the Approval Workflow (Enterprise tier only). The system sends emails to users with Can Approve permissions every time a Field Technician submits a form that requires approval. Keep that in mind when assigning Can Approve permissions to your groups so that you don’t overwhelm users with email notifications.

FormSpace permissions reference table

The following table lists the different FormSpace permissions and the actions that each permission allows.

Permission	Actions allowed	When to use	Relevant user roles
Can Create	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 Archive an active Form Definition 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 to one or more users	Give this permission to users who are authorized to build and edit Form Definitions and to dispatch forms to field users. Tip:Admin users have this permission built-in for all FormSpaces.	Users
Can Test	Open and submit test versions of forms. These are forms based on Draft Form Definitions.	Set this permission so that specific users can test forms before you make them available for general use.	Mobile-only users Users Admin users
Can View	View and download records dispatched to or submitted by other users. Unassign and Assign incomplete 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 forms (Enterprise tier only). Send a submitted record for editing.	Apply this permission to supervisory groups who need to manage their team’s work. Tip:Admin users have this permission built-in for all FormSpaces.	Users
Can Submit	Open and submit an Active form on the Mobile App. In the Mobile App, search for and edit submitted records. Send or transfer (submit) a TrueContext Teamwork-enabled form (Enterprise tier only). Claim a TrueContext Teamwork-enabled form submitted as incomplete (Enterprise tier only).	Apply this permission to all Field Technicians who require form access to complete their work. Tip:All groups have the Can Submit permission enabled by default.	Mobile-only users Users Admin users
	View and export your own submitted records.		Users Admin users
Can Approve Approval Workflow (Enterprise tier only)	Claim a submitted record to review. Approve a submitted record. Request changes to a submitted record. Withdraw approval from a completed record.	Apply this permission to approver groups who are responsible for reviewing and approving work.	Users Admin users

Info:The topic Permissions Quick Reference includes a detailed list of the actions that users can take in TrueContext and the permissions that they require.

Check permissions

Check a Group’s permissions

Go to Users & Groups > Groups... > List Groups, and then select a group from the list.

Result: The Group details page opens and shows:

• A list of users in the group.

• Each user’s FormSpace permissions.

• The FormSpace permissions set for the group.

Check a User’s permissions

1. Go to Users & Groups > Users... > List Users, and then select a user from the list.

2. Select Permissions, and then expand the User FormSpace Permissions section.

   Result: The Permissions tab shows:

   • A list of Groups that the user is in.

   • The user’s FormSpace permissions.

   • A list of FormSpaces, the Form Definitions and Data Sources included in each FormSpace, and the user’s group FormSpace permissions.

     

Edit FormSpace permissions

1. Go to Users & Groups > Groups... > List Groups, and then select a group from the list.

2. Hover over the arrow next to the group name to show a list of actions.

   

3. Select Edit FormSpace Permissions.

4. Select the permissions you want to set for the group.

   

5. Select Update to save your changes.