In addition to setting a form as a Guest Form in your Apricot settings, Guest Users must be linked to a Guest User-specific permission set with access to view, create, and edit these forms.
Follow the steps listed below to learn how to configure a permission set for Guest Users.
Step 1: Select a program
In the Administrator view, expand the Access Control category on the navigation bar and select 'Sites & Programs'.
Click the + icon next to a Site to view its existing programs. Then, click the eye icon next to the program you want to add a Guest User permission set to.
Step 2: Add a new permission set
Scroll down the program's page to the Permission Sets section, then click the + icon to create a new permission set.
In the Permission Set Details section, add a name and description for your Guest User permission set that easily sets it apart from other user groups or kinds of access you're looking to grant users.
Step 3: Link users to the permission set
In the Assigned Users section, click '+ Add'.
A list of all users assigned to the program will appear. Click on each Guest User, or use a search field to filter by the Guest user type then click 'Link All'.
Close the Users Search pop up window, and the selected users will appear in the Assigned Users section under 'Links to be Added Upon Save'.
Step 4: Add the permissions
Scroll down the page to the Permissions section, where the Forms tab will be open by default.
The first column lists every Tier 1 form in your site with their subsequent Tier 2 forms indented below them. Find the forms you've set as Guest Forms and check the recommended settings below for each one:
View Record: Guest Users can view records they've created of this form.
Create Record: Guest Users can create new records of this form.
Edit Record: Guest Users can edit records they've created of this form.
Archive Record: Guest Users can archive records they've created of this form.
Note: Users cannot be granted permission to archive Tier 1 forms.
Ignore Program Assignment: Indicates that the form is not program-specific. If checked, Guest Users will have access to all records of this form regardless of program.
Apply User RLA: Guest Users can only access records they themselves have created.
Step 5: Save the permission set
After you've checked the desired boxes for each Guest Form, click 'Save Record' in the Record Options palette to confirm your changes.
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