FAQ: How Do I Manage A User's Account Permissions?

Managing Users and Groups within your GoFormz Account

Often times, different teams and departments need to utilize their digital forms differently. For example, members of a sales team may only need the ability to fill out and complete forms, while a supervisor may require the ability to create, modify, and delete forms, configure workflows, and more. 

For GoFormz users, permissions are assigned at the Group level. These permissions are additive, meaning that users included in more than one Group will have access to everything assigned to each of those Groups. For example, if an employee were included in both a ‘Human Resources’ Group and a ‘Sales’ Group, they would obtain all of the permissions of both of those Groups. This functionality also means that if a user is not included within a Group will have no permissions (we recommend that each user be included in at least one Group). 

What permissions can be assigned? 

Group permissions can be broken down into three key functions: access management, user management, and collaboration. 

• Access management
  Group permissions make it easy for your operation to manage access to different areas and features of the GoFormz platform. This might include a Group’s access to specific forms, their ability to delete or reopen completed forms, as well as access to certain Templates. For example, a field technician may need the ability to fill out, complete, tag, and transfer digital inspections, but not the ability to delete, reopen, or copy forms. This is made possible by Group permissions. 

• User management
  Groups drastically simplify user management, allowing your GoFormz admins to mimic the hierarchy of your operation, and grant permissions accordingly. Your Groups can even be nested, meaning each subgroup will have all the permissions of its parent group, plus any other permissions that you choose to grant to the subgroup. For example, a regional Group for Northwest territories might have a subgroup for specific states, like ‘Washington’, which could then have a subgroup of ‘Field Technicians’. With each of these subgroups, permissions are additive. In other words, a subgroup cannot have fewer permissions than its parent.

• Collaboration
  Group permissions can also elevate your collaboration efforts. For example, forms can be Transferred via an Automated Workflow to a Group, allowing anyone within that Group to claim the form. This allows your team to be more agile and collaborative, especially within scenarios when it doesn’t matter who specifically within a Group completes a task (e.g. a supervisor signature is needed on a form, but it does not matter which supervisor). 

Here’s an example of a Group’s permissions and some of the functionality that can be configured:

To create and edit users and Groups, login to GoFormz from a computer, click on your username, and select Users & Groups. To learn more about managing your users and groups, check out this blog or this article from our support site.