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:

Essentials
Advanced
Enterprise

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 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..

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

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

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 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.

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

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

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 ownership of 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

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:

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.

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

  3. Select Edit FormSpace Permissions.

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

    Image that shows the space where you edit a group's FormSpace permissions. You can select each permission to enable it for the group.

  5. Select Update to save your changes.