FormSpace Permissions

Contents

The number of FormSpaces available varies based on your team's tier.

About

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 control the permissions that a group of users has in a particular FormSpace. These are primarily used to control what forms (and what state of form) users have access to on their mobile devices. Less commonly, 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. are used to give users some administrative access to a particular FormSpace in the web portal, without giving them full TrueContext Admin user access to all FormSpaces.

FormSpace Permissions are defined on the FormSpace level, rather than by individual form, and are applied to groups rather than users. This means that if a group has "Can Submit" permissions to a FormSpace, all users in the group are able to access all deployed forms in it.

Note: For many teams, the default permissions will not need to be altered. They are configured to allow all users to see Active forms in FormSpaces their group is assigned to on their mobile devices and submit data for those forms.

Types of Permissions

Four different permissions can be applied at the group level: Can Test, Can Submit, Can View, and Can Create.

  • Can Submit and Can Test are the options which configure which forms users have access to on their mobile devices. These are the most commonly used permissions, although the default settings often do not need to be altered.

  • Can Create and Can View are the options which can give a group limited administrative access in the FormSpace. This differs from regular TrueContext Admin users, who have access to every administrative function for every FormSpace on a team. These permissions are used far less often than the Can Submit and Can Test form assignment permissions, and should be applied selectively. In most teams, these permissions are never used.

"User FormSpace Permissions" table

Can Submit

Users of a group with this permission can see and submit data records for Active forms within the selected FormSpace.

Can Test

Users of a group with this permission can see and submit data records for Draft forms within the selected FormSpace.

  • Users with only Can Test permissions will not see Active forms in this FormSpace on their mobile devices.
  • This setting is typically used to allow a group to test a form or form changes before deploying to all users. Read more about introducing and testing form versions.

Can View

Users of a group with this permission can view (in the Web Portal "Data" screen) all data records submitted by any user for any forms within the selected FormSpace.

  • All TrueContext Users can view their own submitted data records in the web portal without this permission configured.
  • This permission is typically configured for a supervisor (in a "supervisor group" or similar) who needs to be able to view data records submitted by their team, but does not need to be able to manage forms or other assets in the web portal.

Can Create

Users of a group with this permission can create and edit forms, data sourcesClosed 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., data destinations, etc. within the selected FormSpace.

  • While TrueContext Admin users can create and edit forms and data sources in all FormSpaces, Users in a group with this permission can only do so in FormSpaces in which their group has this permission.
  • It is recommended that very few users should have form-building and editing access.

Combining Permissions

  • Different permissions can be combined for the same Group. For example, if Can Submit and Can Test permissions are configured for the same FormSpace, users will be able to access both Active and Draft forms in the FormSpace on their mobile devices. This permission is often configured for a group of users who are responsible for testing a new form version in Draft state, but may also need to submit production data against Active forms.
  • If a user is in more than one group, like a “Production Group” (with “Can Submit” permissions only) and a “Test Group” (with “Can Test” permissions only), permissions from both groups will apply to the user.

Viewing Configured Permissions

There are a few different pathways for viewing and editing permissions.

View permissions currently configured for a Group

  1. Mouse over the Users & Groups tab in the main dashboard of the TrueContext web portal.
  2. Select the desired group.
    • Users: shows User Permissions, which provide some administrative access to regular Users (these are covered under Advanced Permissions)
    • FormSpaces: shows which FormSpaces the group has access to, and the type of access.

View permissions currently configured for a User

  1. Mouse over the Users & Groups tab in the main dashboard of the TrueContext web portal.
  2. Select the desired user.
  3. Enter the user'sPermissions tab.

Updating FormSpace Permissions

  1. Navigate to the desired Group.

  2. Mouse over the dropdown beside the group name.

    "Edit FormSpace Permissions" on the group drop-down menu

  3. Select Edit FormSpace Permissions.

  4. Select the desired permissions on the following screen and press "Update".

    Group FormSpace Permissions edit table