You can have various permissions set for a particular form for actions like viewing the data of a form, editing and deleting a form, importing and exporting form data as [er your organizational norms and needs. You can also set various permissions for a field in a form.
- Settings permissions for a Form
- Setting permissions for a field of a Form
- Settings permissions for a field while adding the field
- Fields limit for a Form
- Encrypting Fields of a Form
- Enabling Audit History for Fields
- Exporting Audit History of a Field
- Setting permissions to Import and Export data from a Form
- Setting admin permissions for a non-admin
- Customizing permissions for a non-admin
To set view only, edit only or delete permissions for a particular form,
- From your home page, go to Settings > Customization > Forms.
- Go to the form for which you would like to set permissions.
- Click on the ellipsis icon and select User Access Control.
- Select the Role from the drop down and set permissions for View/Edit/Add/Delete.
- Under 'Field Permissions' you can define view, edit and delete permissions for the form.
Under View and Edit, you also have the option to control whether the data that is viewed or edited is one's one data or just subordinates' data or own data plus sub-ordinates' data or All data or no data.
Yes, you will be able to set view, edit, add and delete permissions for each field in a form.
The permission to view, edit, add or delete a particular field can be set for forms. To do this,
- From your home page, go to Settings > Customization > Forms.
- Click on the form so you can set permissions for its fields.
- Click on the ellipsis icon(right top corner) and click User Access Control.
- Click on the settings icon under Field Permissions.
- Select the respective Form from the drop down and the Role and make necessary changes to the permissions.
Once you have added a field, you will see that there is an option to configure permission when you hover your mouse over the field.
- Hover the mouse over the field for which you need to set permission.
- Click on the Permission icon.
- Go to the role for which you would like to set field permission.
- Based on your need, select View/Edit permission for the list of data types. I.e - My data, No Data, My Subordinates Data, My Data, and my Subordinates' Data and All Data.
- Click Done.
You have now set permission for the particular field that you added.
You can also go to Form permissions from here by clicking on Form Permission.
The number of fields that you can add to a form is pre-determined. If you exceed the limit, then you will get the message that you need to contact firstname.lastname@example.org
The limit for the system forms is given below:
- Single line, Email, Image, Country, Gender, Url, File upload, Blood Group, Phone - ~75
- Date - ~ 10
- Number, Lookup, Picklist, Date time, Formula- ~30
- Currency, Decimal, Formula - ~30
- Multiline - 20
- Decision box ~ 15
- Notes - No limit
However, these limitations are not there for custom forms.
Certain information of employees like aadhar number, bank account number etc are of sensitive terms, which need to stay private. You can encrypt fields containing such sensitive data and keep them secure.
Let us consider a use case. If you consider the bank account number of your employees to be sensitive, you can secure it. You can encrypt the particular field containing the bank account number in the respective form. Similarly, you can encrypt fields in cases of aadhar number, SSN number, salary data etc.
To encrypt fields in a form,
- From your home page, go to Settings (gear icon) > Customization > Forms.
- Select the respective form, in this case, the Employee form.
- Click on the field that you would like to encrypt, in this case, the 'Bank account number'.
- Encryption is available only for Custom Fields. System Fields cannot be encrypted.
- Encryption can be done only for Single Line,Multi-Line and Number Field.
- Click on Field Properties (right top corner)
- Under General Configuration, enable Encryption.
Now the field will remain encrypted in all records and workflows.
- You can encrypt a maximum of 5 fields for linear sections in a form.
- In case of Tabular sections, you can encrypt 5 fields per tabular section.
- The Employee Form can have a maximum of 10 fields to be encrypted.
- In 'List View' search, the operations allowed are 'Equal', 'Not Equal', 'Empty' and 'Not Empty'.
Enable audit helps you see the history of the field. When there are changes made to the particular field, it can be easily tracked using this option.
Consider this use case. Let's suppose you would like to view your employees' designation changes over a period of time. You can easily access such information using audit history.
To enable audit history:
- From your home page, go to Settings(gear icon) > Customization > Forms
- Go to the respective form's field for which you would like to enable Audit History, in this case, the Employee Form.
- Click on the respective field for which you would like to enable Audit History, here the Designation field.
- Under 'Field Properties' > General Configuration, enable Audit.
To view audit history:
You can view the audit history of the fields in any record of the respective form.
- From your homepage, click on Organization > Employee
- Click on any employee record
- Click on the clock icon
You can view the changes made to all audit history enabled fields in the form. Now to view the audit history of specific fields,
- Select the specific field from the drop down
- You can now view the audit history of the selected field(s)
Yes. It is possible to export history of audit enabled fields in records.
- From your home page, go to the respective List View. For eg, if you have enabled audit history for a field in the employee form, then go to Employee List View from your Home page > Organization > Employee
- Click on the ellipsis icon in the List View
- Click on 'History Export'
- Select your desired file format and a time frame as necessary
You have now exported the history of all changes made to the audited fields.
Note: The field export depends on the view that you have chosen while exporting. History of only the fields present in the particular view would be exported.
Tip: If you would like to export the audit history of specific records alone, you can create a particular view and export history of fields in that particular view alone.
By default, administrators will be able to Export and Import data. However, other employees can do these actions only if permissions are configured. Follow the steps given below to define permissions for Import and Export.
- From Home, go to Settings (gear icon) > User Access Control > Permissions.
- Under the Form drop-down, select the Form for which the Import/export permission needs to be set.
- Under Action Permission, enable the Import or Export column for the role for which you would like to add permissions.
The users who fall into the chosen role will be able to Import data into a form or Export data for the form that is selected.
This is possible under User Access Control. Follow the steps given below to do this.
- From your home page, go to Settings (gear icon) > User Access Control > Permissions >Admin Operations.
- Click the add user icon and select the user.
- Go to forms and select the forms for which the admin permissions should be given for the user.
Now, the selected user will have the same permissions as the administrator.
There are scenarios where you may need to give access to an employee who is a non-administrator the permission to customize a form. This is possible under User access control.
- From your home page, go to Settings (gear icon) >User Access Control > Form permissions > Admin Operations.
- Click Forms.
- Click Add User and pick the user from the drop-down.
- Select the Services and Forms customization under Control Panel Functions.
The selected user will be able to do form customization.