In addition to setting a form as a Guest Form in your Apricot settings, Guest Users must be assigned a Guest User-specific role with access to view, create, and edit these forms.
Follow the steps listed below to learn how to configure a role's Form permissions for Guest Users.
Step 1: Navigate to your roles
In the Administrator view, expand the Access Control category on the navigation bar and select Users.
Select 'Roles' in the Account Management app. Then, click the 'New Role +' button to create a Guest User role or click the pencil icon next to your existing Guest User role.
Step 2: Add your permissions
Enter your Guest User role details if you're creating a new role, then scroll to the Permissions section, where the Forms tab will be open by default.
Every Tier 1 form in your site will be listed 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: Guest Users can view records they've created of this form.
Create: Guest Users can create new records of this form.
Edit (Records): Guest Users can edit records they've created of this form.
Archive: Guest Users can archive records they've created of this form.
Note: This permission is only recommended for Tier 2 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.
Once you're finished, click 'Create Role' or 'Update' for an existing role to save your changes.
Step 3: Assign the Role to the Guest User
On the left-hand side of the console, click Users.
A list of all users will appear. Click on a Guest User to navigate to their User Details page.
Scroll to their user settings, then click the 'Add +' button under Assigned Roles, Sites & Programs.
In the Role dropdown field, select your Guest User role. Ensure at least one program is also assigned, then click Save in the pop-up window.
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