Account Management

Legacy: Users, Groups, and Permissions

Last Updated: Jan 26, 2018 10:00AM PST

The GoFormz user, group, and permission infrastructure works as follows:

  • A user is an individual with access to the GoFormz account. A user has an email address and password, which he or she uses to access the account.

  • A group is a set of similar users. Users that perform a similar function in your organization or in your form workflow are often combined into a group.

  • Permissions determine what a user is or isn’t allowed to do when they are logged into GoFormz. Permissions are assigned at the group level -- not the user level!

Key uses of groups & permissions

User groups serve two key functions in GoFormz:

  1. Controlling access: Since permissions are set at the group level, groups are necessary for restricting the access of specific users. There are two types of access that you can control with group-level permissions:

    • Functionality access: You might have a group of users who just fill out forms and should not have access to templates or reports, and another group of users that needs to be able to create new form templates and look at reports. Groups make it easy to set this up.

    • Form access: Your organization may use GoFormz forms in several distinct areas of your business. For instance, you may have a Work Order Form for field techs, and an HR Hiring Form for human resources. You may want to restrict access so that field techs only have access to the work order form, and HR employees only have access to the hiring form. Group permissions let you do this.

  2. Fostering collaboration: During the form transfer workflow, you can assign a form to a group, rather than an individual user. Then any user within that group can claim the form. This is very useful when someone in a particular role needs to fill out a form, but it doesn’t matter who specifically. For instance, in your organization a supervisor may need to review and sign off on all work orders -- but it doesn’t matter which supervisor. In this situation, you can assign work orders to the Supervisors group, and then whichever supervisor has the bandwidth to review it can claim it.

Group Best Practices
For admins setting up the GoFormz user structure, we recommend following this simple approach:

  1. Determine which users will need to perform which tasks in GoFormz. This will often be based on the user’s role within your organization, and your specific GoFormz workflow.
  2. Group users who will perform similar tasks into groups with descriptive names.
  3. Assign the appropriate permissions to each group. The permissions should give users the ability to do everything they need to do, without giving permission to do too much.

Example Use Case
Let’s go through a simple example of the user/group/permission infrastructure. Suppose your organization has 3 form templates -- Field Work Order, Job Safety Checklist, and HR Hiring Form. And you have 5 people who need to use GoFormz:

  • John Q Manager - Administrator
  • Frank Smith - Field Technician
  • Jane Doe - Field Technician
  • Karen Jackson - Field Supervisor
  • Michael Baker - Human Resources

You want the user permissions to work as follows:

  • The Administrator has access to everything, and is the only person with admin access.
  • Field Technicians have access to the forms relevant to their work, but cannot view reports or edit templates
  • Field Supervisors need to be able to edit templates and view summary reports, but should only have access to the forms relevant to their work.
  • Human Resources should have access to the HR Hiring Form, and should also be able to edit templates and create reports. 

This might sound complicated, but it’s actually very easy to set up in GoFormz! If you are John Q Manager -- the administrator -- here is how you set this up. Click on the link to learn more about each step.

  • Create all the users
  • Create two template folders -- Field Forms and HR Forms. Place the Work Order and Safety Checklist into the Field Forms folder, and the Hiring Form into the HR Forms folder.
  • Create a group called Field Techs, and assign Frank and Jane to this group. The group’s permissions should exclude Manage Templates, View Reports, and Can Login to Management, since we don’t want Field Techs to be able to do these things. Additionally, give this group permission to access the Field Forms template folder, but not the HR Forms folder.
  • Create a group called Supervisors, and assign Karen to this group. The group’s permissions should include everything except permission to access the HR Forms folder.
  • Create a group called Human Resources, and assign Michael to this group. The group’s permissions should include everything except permission to access the Field Forms folder.
  • And you’re done!

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