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Setting Visibility for Forms/Workflows
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The designer can specify the visibility of a form/workflow from either the Forms and Workflows Homepage or the Guided Designer: Settings mode.
- On the Forms and Workflows Home Page: Click the
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Action Menu on a form/workflow and select
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Set Permissions. - In the Guided Designer: Settings mode, open the Access Control tab.
Workflow:
Form:
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The default value for forms is Anyone (login not required) while and for workflows default to is Authenticated Users (login required). The choices for designer can select one of the following choices to specify form/workflow visibility are:. oles and users
Click Submit or continue with the next option in the Access Control wizard. Here is an Expense Report that can be used by anyone in the tenant with the role of Employee, Manager or Accounting, the user id of the Reviewer and the user Sue. Notice the Reviewer role is encased between curly braces. This is an example of a control template. Templates are like variables in your form that will be evaluated at runtime and replaced with the actual values entered. For templates to work, there must be a control in your form with the name given inside the curly braces.
The user, Jack, who has the role of frevvo.Publisher, is not a Reviewer for anyone in the company and of course, is not Sue, will be denied access to the form. He will see this error:
You can publish any form/workflow regardless of whether it can be started by Anyone (No login required) or just the Designer/Owner. If Designer/Owner Only is selected, the person who created it or any user given the Who can edit the form/workflow permission can edit it or test it. It is possible for more than one designer to collaborate on forms/workflows in development if the form/workflow owner (the designer that created the form/workflow) gives this permission to other designers. However, if one designer is working on the form, other designers will be denied access. Form/workflow owners can also designate the Who can view submissions or Who can edit submissions permissions to other users so two or more people may view/edit submissions at the same time. Warning |
User ExperienceUsers who have "Who can start the form/workflow" access will see the form/workflow and be able to fill it out when it is shared with them (e.g. via a share link, Space, or embedded in a website.) If the permission is set to authenticated users and/or roles, the user must be logged in to see the form/workflow. Users who are not logged in and trying to access a form/workflow with "Who can start the form/workflow" permission set to all or custom authenticated users will be prompted to log in. Logged in users who do not have "Who can start the form/workflow" access will see an error message when they try to access the form: "Error Access Denied. Authentication required. Are you trying to access a private form or workflow? Similarly, if a form visibility " This error will never be shown when this permission is set to Authenticated UsersAnyone (login not required), only users with accounts in the tenant will be able to access the form.. Public forms that include the save/load feature or digital signatures will prompt the user with the login screen when they click to save or sign. These features require a login. |
Deploying to Production
You can publish any form/workflow regardless of the Who can start the form/workflow? permission. Publishing involves sharing your form/workflow with users (e.g. via a share URL, embedding in Space, or embedding in your website). Set the Deployment State to "Production" via the Form/Workflow Settings or the Action Menu to remove the watermark and (for Cloud customers) begin counting submissions towards your license.
Editing Forms/Workflows in Production
If you set the form/workflow visibility to
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anything other than "Designer/Owner only" and users have begun submitting it, you'll need to use caution when modifying your form. If users access it while you are editing it, they will see error messages indicating that the page is being refreshed or that the form is invalid.
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Please see the Administrator Best Practices for Updating a Form/Workflow in Production.
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ACL settings set by the designer are retained when you download/upload a form/workflow/project to another designer user in the same or different tenant and when you copy a form/workflow. |
Other Permissions
The designer can set other permissions
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via the Access Control wizard
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such as roles and users that can edit the form/workflow, view/edit submissions, view the audit trail or be designated as workflow administrators
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