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The Access Control feature offers the designer increased flexibility when assigning access to forms/flows and form/flow submissions. Runtime access can be assigned to specific users/roles as long as they exist in your tenant. Also, the Access Control feature enables the designer to use templates to define user and role lists to dynamically control access.

users assigned the frevvo.publisher role have the ability to assign/change visibility/ACL permissions.

Designer users can give permission to edit forms/flows and monitor submissions to other user(s) by adding them to the Who can edit the form/flow dropdown.

Note

Tenant admins will continue to have full access to all capabilities and will not be subject to Access Control List (ACL) checks.

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Note
iconfalse
titleImportant Note on Dynamic Access Controls:
  • Whenever a template is used to determine access control the derived set of users and roles are tied to the submission. They will only change if the submission is edited. Once a role is granted permission to a submission, that cannot be changed by editing the access control configuration in the designer.
  • Dynamic ACLs work per submission when that form/flow is being submitted. If you change ACL permissions they will not take effect for the old submissions automatically as the related ACL record was not created when that particular submission was made. Old submissions must be edited and re-submitted for the changes to take effect.
  • Templates are not allowed for the Who can edit the form/flow permission.

Who can use the form/flow

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Who can edit the form/flow

Warning

Edit permissions should not be given to forms or flows currently in production use. Please see the Admin Best Practices Guide

Form and flow owners (designer users that created the form/flow) can give other users (designers/non-designers) the capability to edit form/flows. This is particularly helpful if a designer user takes a leave of absence or leaves the company. The "backup designer" has the ability to make changes to the form/flow without having to download the form/flow(s) from the owner's account to the backup designer's account. The "backup designer" also can view related submissions by clicking on the Submission or Legacy Submission icons. The ability to edit submissions is granted by a different permission.

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The designer can assign permission to edit form/flow submissions to specific roles/users. Any user with edit access can view, edit and delete submissions . in the SUBMITTED, ABORTED or ERROR states. Submissions in the PENDING, SAVED or WAITING states can only be deleted by the tenant admin, flow admin or designer user that created the flow. Refer to the Deleting Submissions for more information.

Templates can be used to dynamically determine at runtime which users and roles are allowed to edit submissions.

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When searching for tasks, if a flow is chosen, and the user is a flow admin for it, then all tasks for that flow display. If no flow is selected, then all tasks, even those that the flow admin has not participated in, plus tasks for which the user is a flow admin will display.

Shared Items

Submissions

All users granted Submission Access, either by user id or because they have a granted role, will see the Shared Item tab on their Home Page. Click on the Submissions  or Submissions (legacy)  icons to view/edit them.

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The functions needed to edit forms/flows are only displayed when users given the permission access the Shared Items tab from their Home Page if they are a designer or by clicking the icon on the Task List. The ability to make changes to a form/flow is not available from Shared Items on the Important Items menu in a space.

Warning

Just a reminder, edit permissions should not be given for production forms or flows. Please see the Admin Best Practices Guide.

The functions provided to edit forms/flows from the Shared Items tab, do not include the option to delete or copy them. Deletion of a form/flow is not available to the "backup designer".  Forms/flows can be copied by the download/upload functions.

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When he clicks OK, the deletion will be denied and one of these error messages will display.

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Harry is the company Technical Writer. Since the form/flow visibility is set to Public in Tenant, Harry will be able to access the form/flow if he needs to submit an expense report after he logs onto  but he does not need permissions to view/edit the Expense Report submissions. When Harry clicks on the Shared Item tab it will be empty.

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