Form Permissions

Overview

This section provides an overview of the different tools available for controlling access and visibility of your forms using form permissions.

Table of Contents

Getting Started

Preliminary Step

Ensure you have the "Form Edit" permission before proceeding.

Finding Form Permissions

Begin by editing a form.
Click the "Permissions" button located at the top of the page.

Adding a Permission

Navigate to the form permissions section.
Click "Add New Permission".
Choose who the permission applies to and what actions you'd like them to be able to perform.
Click the Ok button to confirm your changes.
Click the 💾 Save button to save these permissions to your form.

Removing a Permission

Navigate to the Form Permissions page.
Click the Trash icon next to the permission.

How do permissions work?

Permissions at their core can be broken down into two fundamental aspects: the users and the actions available to them. With this in mind, you can configure various combinations of permissions to effectively manage who, what and when actions can be performed on your form.

Users

There are two types of users to keep in mind when managing permissions, the main user, and the user they are performing actions for. You can choose from the following user types when setting up permissions:

Staff
Guardian
Student

Note: For examples on various user combinations, please visit the Examples section below.

Basic Actions

There a couple actions available for selection when a permission is created. These give you basic control over what your selected users can do with a given form.

Option	Description
Create	Grants the main user the ability to create a form for the specified user. This only applies to Registration type forms. Validation forms are unaffected by this toggle.
Submit	Grants the main user the ability to submit the form.
View History	Enables the user to view forms assigned to them but not created by them. For instance, if a guardian creates a form for a student, and the student has permissions (view history), they can see the form created by the guardian.

Examples

Permission	Actions	Outcome
Guardian for Student	Create and Submit	Grants the guardian access to create and submit forms on behalf of a student.
Guardian for Guardian	Create	Grants the guardian access to only create a given form that is not linked to a student.
Student for Student	View History	Grants the student access to view the form.

Additional Options

There are additional settings for more granular control over your forms.

Option	Description
From/To	Designate specific time boundaries for when the permission is granted. The form will only be accessible after the "From Date and Time" and will disappear after the "To Date and Time" (unless the user has existing submitted forms, available for view only).
Submit after	Date and time when the form can be submitted, which must fall within the specified From/To range.
Allow create multiple	Allows the user to create multiple instances of the form.
Allow edit after submit	Allows the user to edit the form until the close time (if set). Fields with the "Review.SubmitOnlyFields" permission will not be available for editing.

Conditions

Student Conditions

Option	Description
Student enrolled in grade next year
Student enrolled in school next year
Student enrolled in grade
Student enrolled in school
Student does not have form
Student has approved form
Student has form
Student invited by
Student status

Guardian Conditions

Option	Description
Guardian has students enrolled at
Guardian invited by

Staff Conditions

Option	Description
Staff has role

List of Student Statuses

Status	Description
Active in only SchoolEngage (not in SIS)
Active in PowerSchool
Connected to PowerSchool
Graduated in PowerSchool
Imported as historical in PowerSchool
Inactive in PowerSchool
Inactive in SchoolEngage
Preregistered in PowerSchool
Transferred out in PowerSchool