InForm Access Roles and Privileges

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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.

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
General User**	Using InForm, a user can email, create and edit their own form records and manage own actions. Includes all form groups.	Actions (My) - Create and Edit Form Records - Can be emailed + Copy + Create and Edit (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) Includes all form groups.	Form Records - can be emailed Form Records - Create and edit (if Respondent) Scope to all form groups	None - will need specifying by admin
Manager	Using InForm, a user can create, email and archive (cannot delete) all form records, bulk download, manage actions and use dashboard widgets. 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 + 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 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.

INFORM PRIVILEGES

Privilege Name	What the Privilege Does
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 readonly 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 (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 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 - 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.