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INFORM ROLES
The standard roles typically provided in all new Lucidity system builds are as follows. These can be edited by system administrators as required.
To further understand the InForm module, refer to the Lucidity InForm user guide for more details.
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Scoping to Form Groups Scoping to form groups can be applied in Access Roles and/or in the individual users' profile. although this is only recommended in unique and rare circumstances. Refer to the the InForm Scoping section in the Assigning Roles and Defining Scoping page in this user guide for more details. |
Role Name | Role Description | Privileges | Form Group Scoping |
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General User** | Using InForm, a user can email, create and edit their own form records and manage own actions. |
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Includes all form groups. | Actions (My) - Create and Edit Form Records - Can be emailed + Copy + |
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Create and Edit |
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(if Respondent or Creator) Scope to all form groups | All |
Contractor Representative | Using InForm, a contractor representative can create, edit and email their own form records (scoping required to specific company) |
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Includes all form groups. | Form Records - can be emailed Form Records - Create and |
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edit (if Respondent) Scope to all form groups | None - will need specifying by admin |
Manager | Using InForm, a user can create, email and |
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archive (cannot delete) |
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all form records, bulk download, |
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manage actions and use dashboard widgets. |
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Includes all form groups. | Actions (All) - Create and Edit Actions (My) - Create and Edit Bulk Download Inform form records Dashboard widgets user Form Records - Archive + can be emailed + |
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copy + create and edit (if respondent or creator) + view all Scope to all form groups | All | |
Administrator | Administrator role for InForm | Scope to all form groups All other privileges EXCEPT: Actions (All) - View Actions (My) - View Approval override Column Configuration Dashboard readonly widgets user Form Records - create and |
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edit Form Records - Submit forms (user is unable to edit form records once completed) Report Emailing Administrator | All | ||
Column Configuration | Using InForm, a user can configure columns displayed on screen and in reports (in conjunction with admin role) | Column Configuration | N/A |
Report Emailing | Using InForm, a user can configure scheduled reports on behalf of other users (in conjunction with admin role) | Report Emailing Administrator | All |
** Typically, the InForm General User role is assigned by default to all users of the system.
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INFORM PRIVILEGES
Privilege Name | What the Privilege Does |
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Actions (All) - Create & Edit | ACTIONS added as a tab. Allows user to view, create and edit all actions from ALL ACTIONS menu and the user's own actions from the MY ACTIONS menu. |
Actions (All) - Delete | Allows user to delete all actions from ALL ACTIONS menu or the user's own actions from the MY ACTIONS menu. Needs to be used in conjunction with one of the other action privileges to function. |
Actions (All) - View | ACTIONS added as a tab. Allows user to view only all actions from ALL ACTIONS menu and the user's own actions from the MY ACTIONS menu. |
Actions (My) - Create & Edit | ACTIONS added as a tab. Allows user to view, create and edit their own actions from the MY ACTIONS menu. |
Actions (My) - Delete | Allows user to delete their own actions from MY ACTIONS menu. Needs to be used in conjunction with one of the other action privileges to function. |
Actions (My) - View | ACTIONS added as a tab. Allows the user to view their own actions from the MY ACTIONS menu. |
Approval override | Allows user to approve forms, even if they are not the designated approver |
Bulk Change Inform Form Record | Can make Bulk Changes to Form Records. Bulk Change button will appear on LIST FORM RECORDS page. |
Bulk Download InForm form records | Can bulk download form records as PDFs into a .zip file |
Column Configuration | Can Configure columns. Restrict Access, as any change to columns impacts all users. |
Dashboard |
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read only Widgets User | Allows user to access their Dashboard, but they will not be able to edit, add or remove widgets. The user's dashboard(s) must be set up by the Administrator. The Administrator would temporarily apply the Widget privileges to the user; log in as that user; set up the Dashboard(s); and then remove the Widget privileges. |
Dashboard Template Manager | Allows the user to create, edit & delete Dashboard Templates that can be utilised by other users to create dashboards. |
Dashboard Widgets User | Allows user to add Dashboards using a template or create own Dashboards. User can then view; edit; and delete Dashboards and manage Dashboard content. Dashboards created by a user cannot be shared with another user. |
Form Admin - Archive | FORM ADMIN will be added as a tab. Allow user to archive Form Templates. Form Templates can not be deleted when there are associated form records |
Form Admin - Delete | FORM ADMIN will be added as a tab. Allow user to delete Form Templates, but only if there are no form records associated with the template. |
Form Admin - Manage | FORM ADMIN will appear as a tab. Allow user to add & edit Form Templates. |
Form Groups - Delete | SETTINGS will appear as tab. Allow user to delete Form Groups. |
Form Groups - Manage | SETTINGS will appear as tab. Allow user to add and edit Form Groups. |
Form Records - Archive | Allow user to archive a form record they are scoped to. |
Form Records - Can be emailed | Allow user to email a PDF version of a form record to one or more other users within Lucidity. Only users set-up with a notification email address can be selected for these emails. |
Form Records - Copy | Allows user to copy a form record. |
Form Records - Create and Edit | Allow user to create; edit and view forms they have been scoped to. Where the org structure and Form Group scoping is compatible, the user will also be able to: start a form for another user to complete; complete a form on behalf of another user; or edit the forms of other users. |
Form Records - Create and Edit (if Respondent or Creator) | Allow user to create forms in a Form Group they have been scoped to; and edit & view their own form records for all records they create AND are the nominated respondent. |
Form Records - Create and Edit |
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(if Respondent) | Allow user to create forms in a Form Group they have been scoped to; and edit & view their own form records for all records |
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they are the nominated respondent. Will not be able to see form records they have created if the respondent has changed. | |
Form Records - Delete | Allow user to delete form records. It is preferable that all records be archived rather than deleted, as they cannot be retrieved if deleted. If this privilege is assigned with Form Records - Create and Edit Own privilege, the user will only be able to delete their own records. |
Form Records - |
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INFORM SCOPING
There are several ways scoping can be applied to users for InForm.
- Individual Privileges
- Typically an InForm general user will only have privileges to view the forms where they are the the respondent to (ie – the person completing the form)
- Access Roles above this typically include permissions to view all forms
- Form Groups
- Form groups allow for scoping to restrict specific forms
- As an example, there may be a form group for HSE and a form group for HR
- Access can be given to the HSE form group which means the user can complete any form within
- If access is not given to the HR form group, the user won’t even know it exists and won’t be able to see or complete any of the forms within
- See the Form Group Scoping section below for more information
- Organisations
- When a form is completed, the respondent completing the form selects the relevant organisational details such as a particular division that the form is applicable to. This can be auto populated based on the users HR details
- Users can be scoped to only see forms in division A for example
- Note that the forms can have a different entity to the user. For example, if a users home organisation is listed as division B but they are completing a plant pre-start form for division A, the form will belong to division A and only those users who have permissions to view division A forms will see it. The fact the user's personal home organisation is division B is irrelevant in this case.
These options can be used in isolation or combined. A user can have permissions to view every single form in a particular form group for 3 out of 5 divisions for example.
Form Group Scoping
Users can be scoped by form groups which means only forms within the selected form groups will be available for completion and viewing. This can be done at the role level (where groups of users can be scoped) or at the individual level (only recommended in an unusual, one-off case). See the Module by Module Scoping section in the Assigning Roles and Define User Scoping page within this user guide for more information on scoping at the individual user level.
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Lucidity Access: Form Group Scoping |
To scope a role to a particular form group, from the edit roles page:
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It is important to note that if new form groups are added in InForm, these WILL NOT be available to any user that has form group scoping applied. These will need to be added to the Access role(s) as applicable. |
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| title | Sum of Form Groups |
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The form groups a user has access to will be a sum of the form groups in their Access role AS WELL AS the form groups within their individual profile.
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Submit forms (user is unable to edit form records once completed) | User is unable to edit form records once Status = Complete. This permission prompts the user to Submit the form once all Required fields (*) are completed. Once the form is Submitted and the Status = Complete, the user can no longer edit the record. Other users such as Managers with normal edit permission can still edit the form to complete additional fields or made amendments. The user who Submitted the form can still see these edits but in view only mode. |
Form Records - View All | Gives user read-only access to all form records they are scoped to. This can be used in conjunction with any of the Create and Edit privileges. The user can view and edit their own forms and ONLY view other forms they are scoped to. This can also be used in conjunction with Form Records - Submit forms. The user can create their forms, submit them and then will be unable to edit them once complete AND also have read only access to ALL forms they are scoped to. |
Report Emailing Administrator | Allows user to select email addresses, other than their own, for email reporting. A user will still be able to create email reports without this privilege, but the reports can only be sent to their registered email address. |