User Roles

A user’s role controls what they can see and do in the TrueContext Web Portal The TrueContext Web Portal is a web application used to manage security settings, forms, FormSpaces, other users, Data Sources, and Data Destinations. and Mobile App. An Admin user selects a role when creating a new user and can adjust a user’s role from their User Profile. This topic describes what a user can do with each role in TrueContext.

Available on all tiers:

Contents

• User Roles
  • Mobile-only
  • User
  • Admin

Mobile-only

Many field technicians only use the TrueContext Mobile App and don’t need full access to the Web Portal. The Mobile-only user role is ideal for field technicians. A Mobile-only user can:

• Submit records from their mobile device in FormSpaces where they have the Can Submit permission.
• Change their own password and name in the Web Portal.
• Change the language and preferred time zone that displays in the Web Portal.
• Add contact and organization details.

User

Users have more access to Web Portal functionality than Mobile-only users. A User’s access depends on the groups they’re in and their FormSpace Permissions. A User can, with the relevant permissions:

• Submit records from their mobile device in FormSpaces where they have the Can Submit permission.
• Log into the Web Portal to view their own submitted records in FormSpaces where they have the Can Submit permission.
• Change their own password and name.
• View submitted records from other users in FormSpaces where they have the Can View permission.
• Create, edit, or delete forms in FormSpaces where they have the Can Create permission.
• Create, edit, or delete Data Destinations A Data Destination specifies where to send data from a submitted form. You can use Data Destinations to automate data sharing and storage, routing data to a specific service (such as email or cloud storage) in several different formats., Data Sources 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., Documents, and Resources in FormSpaces where they have the Can Create permission.

Admin

Admin users have the highest level of access to a TrueContext team. In addition to functions covered by the Mobile-only and User roles, Admin users can:

• View all dispatched and submitted forms across the team.
• Create, edit, and delete forms.
• Manage all Forms, FormSpaces, Users, Groups, Data Destinations, Documents, and Data Sources in their TrueContext team.
• Set up corporate login (Single Sign-On) and security restrictions.
• Configure a Password Policy. They can also expire all existing passwords to force password changes.
• Set up Self-Registration for their team.