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— Share Forms

About Sharing Status​

Forms must be shared before Users and Groups can create Records.

A quick look at the Share button will tell you if your Form is:

  • Private → The Form is not shared — only you can see it!

    Private

  • Shared → Displays the number of Groups and Users you've shared the Form with → ex. 8

    Shared

Share Forms​

There are three steps:

  1. Start Sharing
  2. Set the Permission Level
  3. Stop Sharing

1. Start Sharing​

To share for the first time, click the Private Share button.

Privatet

Share Forms with Groups and Users — just as you'd share Chats and Dashboards:

  • A. Groups → share a Form with Groups → ex. Magic Moments, Hospitality, Guest Services Team, etc.

  • B. Users → share a Form with individual Users → ex. Alpha, Austin, Beta, etc.

    Pick

2. Set the Permission Level​

There are five permission levels to select from:

  • Owner → All powerful! → can View, Create, Update, Share and Delete Forms and Records
  • Form Access Manager → can View, Create, Update, and Delete Records → and can Share but not Delete a Form
  • Data Owner → controls all data creation and Record options → View, Create, Update, and Delete
  • Data Contributor → controls three data and Record options → View, Create, and Update
  • Data Viewer → can access just one data or Record option → View
    • Custom Access → refine User access with hand-selected permissions

permisson

  • Users and Groups are marked as Pending Access until you click Save Changes
Every Form needs an Owner

  • As you create a Form, you'll automatically be its Owner → ex. 'Karl'

    Owner

  • You can reassign Ownership → and Multiple Owners are allowed

    Reassign

    • Warning: If you try and Delete the last Owner, you'll be stopped cold when you try to Save!
      • Assign a new Owner to continue

    Must have owner

3. Stop Sharing Forms​

There are many reasons to stop sharing specific Forms → ex. removing a User who has changed Teams

  1. Open a Form → and click the Share button

    Shared

  2. Click X to remove an Individual or a Group

    Del

  3. Click Save Changes

    • Click Discard Changes if you change your mind

    Save

Custom Access​

Custom Permissions let you fine-tune access based on unique User or Group needs. There are three considerations:

Full

If you don't see all of the permissions listed, it's simply because you currently do not have the authority to assign those custom settings to others. For example, if you are a Form Access Manager, you can't assign Owner specific privileges, such as Updating or Deleting the Form!

alt text

A caution as you customize permissions → be judicious with the permissions you allow. In the tables below, the number of '!' in the tables below estimate the level of risk to your Organization:

Review the Tool Tip's Custom Permissions

Form Permissions​

One set of permissions applies to the Form itself:

  • View Form → Allows users to View the assigned Form!
  • Update Form → Permits the editing, addition, and deletion of the Fields found in the Form!!!
  • Delete Form → Permits the individual to remove a Form!!!!
  • Share Forms and Records → Allows Users or Group-based Team Members to Share a Form!!

Data (Record) Permissions​

Another set of permissions applies to the Records and data created with the Form:

  • View Data → Allows users to View the assigned Data!
  • Update Data → Permits the editing, addition, and deletion of the Data in the Form's Fields!!!
  • Delete Data → Permits the individual to remove Data!!!!
  • Share Data and Records → Allows Users or Group-based Team Members to share Records!!

To customize permissions:

  1. Open a Form → and click the Share button

    Shared

  2. Select Custom for any User or Group → ex. Sierra

    cust

  3. Check (or uncheck) the permissions you wish to set (or remove) → ex. Share & Edit

    Pick

  4. Click Save Changes

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About Data Restriction Filters​

Data Restriction Filters are applied in advance at the Form level — before the data will appear in a User's Form.

The Filters can be applied to both Forms and Data. For example:

  • Before Filtering the 'Maintenance Form' → what a 'Plumbing Manager' will see

    Before

  • After Filtering → what the 'Plumbing Manager' will see

    After

Why would you use Form-level Restriction Filters?

Pre-filtering ensures that Teams and Users only see the Forms and Records they need to see, providing:

  • Data Confidentiality:

    • The Command Center can restrict VIP Records on a need-to-know basis
    • The Medical Team can restrict injury Records to comply with HIPAA requirements
    • The Security team can restrict access to arrest reports or underage drinking citations

  • Data Relevance:

    • Don't bother Custodial with Concession Records
    • Don't bother Maintenance with Guest Services Records
    • Don't bother Security with Wheelchair requests

Before Setting your Data Restriction Filters​

Remember, you already limit Users dramatically when you set their Permission Levels for Form access. For example, notice the data restriction filters that are available to a Form Access Manager like Delta compared to a Data Viewer such as Sierra.

Restrict even more precisely by clicking the Records where toggle.

Form Access Manager vs Viewer

Add Data Restriction Filters​

Imagine that Delta is the Plumbing Manager for Thunderhawk Arena. A crusty sort, Delta only wants to see issues related to leaky faucets, overflowing toilets, and clogged drains. Delta couldn't care less about Wheelchair access and fritzy lighting. The only Wet Spills he cares about are those caused by frozen pipes.

To restrict Delta's access to just plumbing issues:

  1. Scroll to your Form → (ex. Maintenance) → and click Edit

    edit

  2. Click the Share Form button

    Shared

  3. Set the Permission Level → ex. Data Contributor

    Permission Level

Consider restriction filters for each Permission level

  • Data Contributors can →

    • View Data
    • Add Data
    • Update Data
    • (But they can't Delete Data)

  • Set Restriction Filters for each category as shown next

  1. Select Add Restrictions

    Add Restrictions

  2. Under View Data → click Records where

  3. Pick Add Filter → followed by a value, such as Type

    Type

  4. Pick the specific value → ex. Plumbing

    Plumbing

  5. Repeat for other Filters as needed →

    • Create Data
    • Update Data

    all

  6. Click Save Changes

AND-OR Data Restrictions​

Use the AND and OR operators to precisely define the conditions under which a User (ex. 'Delta') or Group (ex. 'Maintenance Director') will and will not see a given list of Records.

and o

  1. AND → Requires a string of Selections to be made before a Record will appear:

    • Type → Maintance → Plumbing, Lighting Issue
    • AND = Status → Open, In Progress

  2. OR → Only requires a Selection to be made for the Record to Appear:

    • OR = Pending Reason → Awaiting Approval

result and or

Compare Data Restrictions by Permission Levels​

  • Owner & Form Access Manager →

    • View Data
    • Create Data
    • Update Data
    • Delete Data

    Owner

    • Data Owner →

      • View Data
      • Create Data
      • Update Data
      • Delete Data

      Data Owneralt text

    • Data Contributor →

      • View Data
      • Create Data
      • Update Data

      Contrib

  • Data Viewer →

    • View Data

    Viewer

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