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
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..
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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.
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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:
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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.
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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.
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Tip:Admin users have most of the permissions they need, including Can View and Can Create permissions for all FormSpaces. For Can Submit and Can Test permissions, the Admin user must belong to a user group that has those permissions.
Categories of FormSpace permissions
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:
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Every group is assigned Can Submit permissions by default. These permissions are enough for users who only need to open and submit forms.
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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.
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Permissions are additive. If a user is assigned to two groups, for example, the user has all the permissions assigned to both groups.
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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 Submit and Can Test permissions, they must be part of a group that has those permissions.
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Only enable Can Create permissions for users who are authorized to access and change Form Definitions and Resources in a given FormSpace.
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 |
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Can Create |
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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. |
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Can View |
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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 |
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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. |
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View and export your own submitted records. |
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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:
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A list of users in the group.
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The FormSpace permissions set for the group.
Check a User’s permissions
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Go to Users & Groups > Users... > List Users, and then select a user from the list.
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Select Permissions, and then expand the User FormSpace Permissions section.
Result: The Permissions tab shows:
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A list of Groups that the user is in.
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A list of FormSpaces, the Form Definitions and Data Sources included in each FormSpace, and the user’s group FormSpace permissions.
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