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Users’ rights: Manage the rights of access to your forms

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27Dec, 2017

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Users’ rights: Manage the rights of access to your forms

Categories / Tutorials Tags: Back Office By Benoît Raymond

You are a Kizeo Forms account administrator? You want to allocate different forms to different users? It can be done!

Example.

You manage a team in your business.
You use Kizeo Forms to produce your expense accounts, your activity reports, etc.
You want certain employees to have access to certain forms only.

How do you allocate your forms?

Option to allocate rights to all users by default.

Go to the Kizeo Forms Settings tab on the left of your screen of your online platform, then select the Rights tab,
By default, the box “Give users all rights by default” will be checked. By unchecking this option, you must allocate the rights manually when creating a form or a user.

give users all rights by default

Allocate rights of access to your forms.

Go to the Forms menu on the top left of your screen, then in the My forms tab.
Manage the rights of access to your forms by clicking on the Rights button for the desired form.

rights for forms

Allocate the rights of access to your forms by adding one or more groups of users in the “Groups” tab:

Note: all users in the group(s) added will have the rights of access to the form.

Group rights

remove the group from the form

Note: You can limit the interaction of your group leader with the entered data by selecting its access level from the administration platform

– Group leader (Read only): the group leader can only view and export the data.

– Group leader: the group leader can consult, export, delete and modify the data (if the option is activated).

roles for each group leader

Note: It is impossible to change the access level of a group leader to a group if he is the main group leader.

You can also allocate the rights of access to your forms by adding one or more users in the “Users” tab (users outside a group can be added)

user rights for forms

remove user from form

Access the details of users who have right of access to your form in the “Summary” tab:

rights summary

By clicking on the magnifier opposite each user, you can find out the reason why the user has access to this form:

The user also has the status of administrator:

administrator on the account

The user is part of a group of users added to the Groups tab:

group manually and individually added to the form

The user has been added manually to the Users tab:

The user has been added manually to the Users tab

Advanced summary:

The user

Data transferData HistoryCopying dataModifying data after data entryDeleting data enteredData entry

In order to give the possibility to your user to transfer data:

-the user must have access to the form to make form entries,

-the Allow data transfer between users checkbox must be checked in the options on your Mobile tab form.

In order to receive a transfer:

-the user must have access to the form to make form entries,

-the option Can receive a transfer in the rights of your form must be checked.

Change the recipient of a data transfer when the data is not received on the mobile device:

-the user must have access to the form to make form entries,

-The Allow data transfer between users checkbox must be checked in the options on your Mobile tab form.

So that your users can see all the data entered:

-the user must have access to the form to make form entries,

-The Allow all users to view the history box must be checked in the options on the Mobile tab.

So that your user can copy an input data:

-the user must have access to the form to make form entries,

In order to modify your own recorded data:

-the user must have access to the form to make form entries,

-the box Allow the modification of the form after its entry must be checked in the options of the form tab Mobile,

Edit any saved data made on this form:

-the user must have access to the form to make form entries,

-the box Allow the modification of the form after its entry must be checked in the options of the form tab Mobile,

-the box Allowing users to modify other users’ data must be checked in the options on the Mobile tab form.

-The Allow all users to view the history box must be checked in the options on the Mobile tab form.

In order to delete your own saved data:

-the user must have access to the form to make form entries,

-the box Allow the modification of the form after its entry must be checked in the options of the form tab Mobile

In order to see a form and thus to enter a data, your user must have direct rights or via a group on the form.
In order to record a data, your user must:

-the user must have access to the form to make form entries,

-the Transfer only box must not be checked in the rights of the form.

The group leader.

Edit/Delete another user's dataModifying a formDeleting a formThe copy of a formManage the rights of a formUser ManagementGroup Management

So that a group leader can delete another user’s data:

-he must be a head of a group entitled to the form,

-he must be a user,

-the user who entered the data must be a part of his group,

-Editing rights must be selected in the group management menu.

In order for a group leader to edit a form on the back office:

-his main group (or child) must own the form,

-he must have the right to create and modify a form.

In order for a group leader to delete a form on the back office:

-his main group (or child) must own the form,

-he must have the right to create and modify a form,

-the form must not be used outside its scope of consultation.

In order for a group leader to copy a form on the back office:

-he must have the right to see the form,

-he must have a defined main group.

So that a group leader can edit the rights on a form:

-he must have the rights for the creation and modification of the form.

In order for a group leader to share a form:

-he must have the right to create and modify the form,

-his main group or one of his children must own it.

So that a group leader can see the list of users in his area:

-he must have the right to create and modify users.

So that a group leader can edit a user’s profile:

-he must have the right to create and modify users,

-the user must be part of the same group as the group leader,

-the group to which the group leader belongs must be the owner.

In order for a group leader to see and edit a group in their area:

-he must have the right to create and modify groups.

The rights of access to your forms are now established; find out how to create and use the filtered list. This shows certain elements of an external list according to the information shown in the user profile files.

Please do not hesitate to comment on this article!
All your questions, comments and suggestions are most welcome!

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