Form Permissions
- Tyler Bach
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.
Permissions Breakdown
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
When managing permissions, it's important to consider both the user completing the form and the user to whom the form is assigned. For instance, one user can fill out a form on behalf of another user.
You can select from these user types:
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 | Allows the user to view forms assigned to them but not created by them. For example, if a guardian creates a form for a student, and the student has the view history permission, they can see the form created by the guardian. |
Examples
User filling out the form | User the form is attached to | Actions | Outcome |
|---|---|---|---|
Guardian | Student | Create and Submit | Grants the guardian access to create and submit forms on behalf of a student. |
Guardian | Guardian | Create | Grants the guardian access to only create a given form that is not linked to a student. |
Student | Student | View History | Grants the student access to view the form once it has been created. |
Additional Options
There are additional settings for more granular control over your forms. To access these options, please click the Additional Options button located on the form permission.
Option | Description |
|---|---|
Activation Period | Set specific time boundaries for when the permission is active. The form will only be accessible between the "From Date and Time" and the "To Date and Time." Outside of this period, the form will be view-only if the user has previously submitted forms. |
Submit After | Set a date when the user can begin submitting the form. This must be within the form’s availability period if one is set. |
Allow create multiple | Allows the user to create multiple instances of the form. |
Allow edit after submit | Allows the user to edit the form after submission. If there is a close time, they will have up until then to make any changes. Fields with the "Review.SubmitOnlyFields" permission will not be available for editing. |
Note: When the Additional Options icon changes to a yellow alert, this simply indicates that one of the above options have been selected. This does not indicate that there is an issue.
User Conditions
To create more detailed permissions, you can specify various conditions that the specified user must meet in order to access the form. Listed below are the available conditions associated with each user type.
Student Conditions
Condition | Description |
|---|---|
Student enrolled in grade next year | When the student will be enrolled at one of the specified grades next year. |
Student enrolled in school next year | When the student will be enrolled at one of the specified schools next year. |
Student enrolled in grade | When the student is enrolled in one of the specified grades. |
Student enrolled in school | When the student is enrolled in one of the specified schools. |
Student does not have form | When the student does not have one of the specified form(s) assigned to them. This excludes deleted forms. |
Student has approved form | When the student has one of the specified forms approved. |
Student has form | When the student has had one of specified forms linked to their account. |
Student invited by | When the student uses one of the specified invitation links. See Invitation Links for more details. |
Student status | When the student has one of the specified statuses. See the section on Student Statuses for more details. |
Guardian Conditions
Condition | Description |
|---|---|
Guardian has students enrolled at | When the guardian has a student enrolled at one of the specified schools. |
Guardian invited by | When the guardian uses one of the specified invitation links. See Invitation Links for more details. |
Staff Conditions
Condition | Description |
|---|---|
Staff has role | When the staff member has one of the selected roles. |
List of Student Statuses
Status | Description |
|---|---|
Active in only SchoolEngage (not in SIS) | Student is not connected to PowerSchool. |
Connected to PowerSchool | Student is connected to PowerSchool. |
Preregistered in PowerSchool | Student has the status of Preregistered (-1) in PowerSchool. |
Active in PowerSchool | Student has the status of Active (0) in PowerSchool. |
Inactive in PowerSchool | Student has the status of Inactive (1) in PowerSchool. |
Inactive in SchoolEngage | Student has the status of Inactive (1) in SchoolEngage. |
Transferred out in PowerSchool | Student has the status of Transferred Out (2) in PowerSchool. |
Graduated in PowerSchool | Student has the status of Graduated (3) in PowerSchool. |
Imported as historical in PowerSchool | Student has the status of Historical (4) in PowerSchool. |