As an Apricot Administrator, the Form Designer gives you the ability to not only customize the structure and fields of your forms, but also manage the permissions governing who can access and interact with those forms.
Form permissions are the settings that determine which users or groups can view, search, create, edit, or archive records for a specific Apricot form. This access is crucial for ensuring data security and controlling how your forms are used across the organization.
To learn how to manage users' access to multiple forms at once outside of the Form Designer, select an article below depending on which permission model your organization uses:
Follow the steps listed below to learn how to review which users, groups, and permission sets have access to the specific form you're editing, as well as what specific actions they're allowed to perform.
Step 1: Open the form in the Form Designer
In the Administrator tab, expand the Form Designer category of the navigation bar and select "Standard Forms". Hover over the Actions menu next to the form you want to open, then select "Edit".
Step 2: View the Form Permissions
Once you're in the "Edit" version of the form, select "Form Permissions" in the Form Actions palette to open a pop-up window.
In the left-most column, you'll either find a list of all the Roles available in your database (if you're on Role-Based Permissions) or permission sets available in your programs (if you're on Legacy Permissions).
Check or uncheck the boxes under each column to give or remove a group's access to this particular action for the form you're editing:
View: Users can see records of this form.
Search: Users can search for records of this form.
Create: Users can create new records of this form.
Edit: Users can edit existing records of this form.
Archive: Users can archive records of this form (standard users can only archive Tier 2 records).
Caseloads (Role-Based Permissions): Users can only access records for participants assigned to their Caseload. To learn more, click here.
View Secure Fields (Role-Based Permissions): Users can view all secure field data within records of this form. To learn more, click here.
Edit Forms: Users can make changes to the form selected in the Form Designer.
Ignore Program Assignment (Legacy Permissions): Users can view all records of this form regardless of the record's program assignment.
User RLA Applied (Legacy Permissions): Users can only see records that have been created by or assigned to themselves. This setting can only be applied when "Ignore Program Assignment" is enabled. To learn more, click here.
Click "Save" at the bottom of the pop-up window to save your changes.
Step 3: Publish the form
Select "Publish Form" from the Form Actions palette to apply these permission updates to users performing data entry.
Note: Choosing to revert a form to a "Previous Version" does not alter the Form Permissions back to their previous settings. They will remain as is until another change is saved in the Form Permissions pop-up window.
