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.

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 two types of users: the primary user and the user on whose behalf actions are performed. For example, User A can act on behalf of User B.

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	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. To access these options, please click the Additional Options button located on the form permission.

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 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.

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.