Question

Hide a form from users without Access Rights

Forms Version 10

Updated September 23, 2019

asked on September 19, 2019

Hi All,

I am having an issue with forms currently where we require a specific process to only be viewable to certain individuals within a team.

I have setup a group within the Access Rights so only the members of the group can submit the form. However when the form is reassigned back to a team it can be actioned by any person within the team, this seems to ignore the access rights.

We don't want to have to create separate teams to only include the individuals I am just wondering if there is a way that only people within a specific group are able to see and action a form.

Thanks

Mark

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Replies

replied on September 19, 2019

Access rights have no bearing on who can perform a task within a process. It is assumed that if you are assigning a task to someone within a Forms process that they should have the rights to perform the task.

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replied on September 19, 2019

Hi Blake,

Yes this seems to be my misunderstanding of how the Access Rights worked within forms.

I wonder alternatively if I can add in validation when a person opens the form and hide the content if they don't have access rights but nothing has sprung to mind yet on how to do this in practise.

Thanks

Mark

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replied on September 20, 2019

If there are parts of a form that certain people shouldn't see, you can create a separate form that does not contain those sections. There is currently no way to restrict portions of a form based on permissions.

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replied on September 23, 2019

Hi Devin,

Unfortunately not, The form we are designing is used to update a system but only certain individuals with granted access should be allow to view and edit the forms. I am just trying to avoid creating separate teams for them.

My other option I am thinking is to hide all the data and have a lookup rule to validate the user and auto fill a box that will show the hidden fields.

Thanks

Mark

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replied on September 19, 2019

This sounds like a case for team filters. You can assign a task to a team using a filter, that filters out a specific subset of the team to assign the task to. You can filter based on team role, based on username, or based on other attributes that you can read more about here. This will allow you to keep the team together as one, but only assign a task to a subset of the team.

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Hide a form from users without Access Rights

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