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Excerpt

Access Control List User Interface

Tip
  • Frevvoproduct
    users assigned the frevvo.publisher role have the ability to assign/change visibility/ACL permissions. Refer to Access Control List for Publisher Users for a discussion of the UI the Publisher user will see.
  • Although designer users can click the Security icon from the Action Menu on the Forms and Workflows Home page, we encourage you to use the Form/Workflow Properties wizards explained below to assign permissions.

Open the Access Control wizard by

  • Editing the form/workflow.
  • Clicking the Access Controls section or the cog icon on the Form/Workflow designer Properties Navigator when editing a form/workflow.
  • Click the Access Control tab.


Form designers as well as users with the publisher role are authorized to configure access control. The Access Control wizard makes the following permissions available for forms/workflows:

  • Who can use the form/workflow?
  • Who can edit the form/workflow?
  • Who can view form/workflow submissions?
  • Who can edit form/workflow submissions?
  • Who can access the audit trail - available only for workflows
  • Who can administer the workflow - available only for workflows
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ACL Permissions for Forms


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ACL Permissions for Workflows



Info

The ACL settings ,set by the designer, are retained when you download/upload a form/workflow/project to another designer user in the same or different tenant and when you copy a form/workflow.

Dynamic ACLs

Templates provide the ability to dynamically determine and restrict access to submissions/ task audit trails when assigning Access Control permissions. Templates are like variables in your form that can be filled in by the user, populated by a business rule or from a back end system.  Any item on the Access Control screens contained in curly braces is a form template and will be replaced with the value of the associated control. For example, the list below contains a fixed role (reviewer) and one dynamic template based role - {AcctMgrRole} :

In the example discussed below, templates are used to navigate the workflow to the correct employee in the Accounting department and to define user lists to dynamically control access. 

Note
iconfalse
titleImportant Note on Dynamic Access Controls:
  • Whenever a template is used to determine access control the derived set of users and roles are tied to the submission. They will only change if the submission is edited. Once a user/role is granted permission to a submission dynamically, that cannot be changed by editing the access control configuration in the designer.
  • Dynamic ACLs work per submission when that form/workflow is being submitted. If you change ACL permissions they will not take effect for the old submissions automatically as the related ACL record was not created when that particular submission was made. Old submissions must be edited and re-submitted for the changes to take effect.
  • Templates are not allowed for the Who can edit the form/workflow permission.

Who can start the form/workflow

Setting this permission determines who is allowed to create form/workflow submissions. The choices for Form/Workflow visibility are: 

  • Anyone(login not required) - anyone can use it even if they are not logged in. This is the default setting for Forms and Workflows.
  • Authenticated Users(login required) - the form is usable to anyone who has an account (username/password) and is logged in to your tenant.
  • Designers/Owner Only - the designer user who created the form/workflow (owner) can edit, test or use the form. They must be logged into 
    Frevvoproduct
    .
  • Custom - The owning designer always has access to the form/workflow. Additionally, the designer may configure selected users and/or roles (i.e. users with these roles) to have runtime access to the form/workflow.

Expand
titleClick here for a detailed discussion of the Visibility permission

Excerpt Include
Making a Form or Workflow Public
Making a Form or Workflow Public
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Who can edit the form/workflow

Warning
  • Edit permissions should not be given to forms or workflows currently in production use. Please see the Admin Best Practices Guide
  • Users with this permission have the ability to run the Refresh Searchable Fields process for the forms/workflows they are editing. This process updates existing submissions if changes are made to Searchable Fields.

Form and workflow owners (designer users that created the form/workflow) can give other users (designers/non-designers) the capability to edit form/workflows. This is particularly helpful if a designer user takes a leave of absence or leaves the company. The "backup designer" has the ability to make changes to the form/workflow without having to download the form/workflow(s) from the owner's account to the backup designer's account. The "backup designer" also can view related submissions by clicking on the Submission or Legacy Submission icons. The ability to edit submissions is granted by a different permission.

Note

Users with or without the role of frevvo.Designer can be assigned the permission to edit forms/workflows.

Users given this permission access the shared form/workflow from the Shared Items tab even if they have the frevvo.designer role assigned to them. They can only edit the form/workflow that was shared with them. They will not have the ability to create new forms/workflows from the Shared Items tab. The ability to make changes to a form/workflow is not available from Shared Items on the Important Items menu in a 

Frevvoproduct
 space.

To assign users the ability to edit forms/workflows, follow these steps:

  1.  Open the Access Control wizard.
  2. Click the right arrow to expand the Who can edit the form/workflow section.
  3. Enter the roles that you want to grant editing capability to in the Roles section. Begin typing the role name then select the role from the dropdown. 
  4. Enter the users that you want to grant editing capability to in the Users section. Begin typing the user id then select the user from the dropdown.


    Info

    It is not good practice to use Templates for this permission and is not recommended.


  5. Click Submit or go to the next permission section in the Access Control List.

Users that have been granted the editing permission, access forms and workflows that have been shared with them via the Shared Items tab on their Home Page. It will not work from the Shared Items selection in a Space or any other embedded scenario.

The Who can edit the form/workflow permission does not apply if you are running 

Frevvoproduct
 with Confluence. Confluence users share form/workflow editing by specifying the Forms Editor group on the add-on configuration screen. Users who will be sharing the editing function must be assigned to the specified group.

A browser notification message displays if the user who has been granted permission to edit forms/workflows tries to modify their own ACL. 

Frevvoproduct
 will not allow the "backup designer" to remove themselves from the ACL list.

Who can view submissions

The designer can assign permission to view form/workflow submissions to specific roles/users.  Any user with view access can view submissions in read-only mode. Submission deletion is not allowed. Templates can be used to dynamically determine at runtime which users and roles are allowed to view submissions.

To assign permission to view submissions, follow these steps:

  1. Open the Access Control wizard.
  2. Click the right arrow to expand the Who can view submissions section.
  3. Enter the roles you want to grant view access to in the Roles section. Begin typing the role name then select the role from the dropdown. You can enter control names from your form/workflow encased in curly braces to act as templates for dynamic access.
  4. Enter the users you want to grant view access to in the Users section. Begin typing the user id then select the user id role from the dropdown. You can enter control names from your form/workflow encased in curly braces to act as templates for dynamic access.
  5. Click Submit or go to the next permission section in the Access Control List.

Who can edit submissions

The designer can assign permission to edit form/workflow submissions to specific roles/users. Any user with edit access can view, edit and delete submissions in the SUBMITTED, ABORTED or ERROR states. Submissions in the PENDING, SAVED or WAITING states can only be deleted by the tenant admin, workflow admin or designer user that created the workflow. Refer to the Deleting Submissions for more information.

Templates can be used to dynamically determine at runtime which users and roles are allowed to edit submissions.

To assign permission to edit submissions, follow these steps:

  1. Open the Access Control wizard.
  2. Click the right arrow to expand the Who can edit submissions section.
  3. Enter the roles you want to grant edit access to in the Roles section. Begin typing the role name then select the role from the dropdown. You can enter control names from your form/workflow encased in curly braces to act as templates for dynamic access.
  4. Enter the users you want to grant edit access to in the Users section. Begin typing the user id then select the user id role from the dropdown. You can enter control names from your form/workflow encased in curly braces to act as templates for dynamic access.
  5. Click Submit or go to the next permission section in the Access Control List. 

Who can access the audit trail - Workflows Only

 The audit trail is accessed on a 

Frevvoproduct
 user's Task List by clicking the View Task History icon. Roles/Users granted this permission will see theView Task History icon on tasks in their task list.

To assign permission to view the audit trail, follow these steps:

  1. Open the Access Control wizard.
  2. Click the right arrow to expand the Who can access the audit trail section.
  3. Enter the roles you want to grant edit access to in the Roles section. Begin typing the role name then select the role from the dropdown. You can enter control names from your form/workflow encased in curly braces to act as templates for dynamic access.
  4. Enter the users you want to grant edit access to in the Users section. Begin typing the user id then select the user id role from the dropdown. You can enter control names from your form/workflow encased in curly braces to act as templates for dynamic access.
  5. Click Submit or go to the next permission section in the Access Control List.



     
  6. Custom indicates that only users granted explicit access or with one of the specified roles can view the audit trail for the task (provided they have access to the task).  Roles and users can be selected via an editable combo-box control



  7.  Enter the roles you want to grant audit trail access to in the Roles section. Begin typing the role name then select the role from the dropdown. You can enter control names from your workflow encased in curly braces to act as templates for dynamic access.
  8. Enter the users you want to grant audit trail access to in the Users section. Begin typing the user id then select the user id from the dropdown. You can enter control names from your workflow encased in curly braces to act as templates for dynamic access.
  9. Click Submit or select the next option in the Access Control List.


Who can administer the workflow - Workflows Only

This permission lets a user abort, reassign and reset tasks that are not assigned to them. These administrative tasks are no longer restricted to tenant admins.

The designer can delegate these tasks to additional users/roles by assigning them in the Who can administer the workflow section of the Access Control dropdown. Any user/roles listed here will be considered a Workflow Administrator.  As such, the Modify Task icon on a task in the task list will be displayed. Tenant admins and designer users get the Modify Task icon by default. 

To assign user/roles as Workflow Administrators, follow these steps:

  1. Open the Access Control wizard.
  2. Click the right arrow to expand the Who can administer the workflow section.
  3. Enter the roles you want to grant workflow admin access to in the Roles section. Begin typing the role name then select the role from the dropdown. You can enter control names from your form/workflow encased in curly braces to act as templates for dynamic access.
  4. Enter the users you want to grant workflow admin access in the Users section. Begin typing the user id then select the user id role from the dropdown. You can enter control names from your form/workflow encased in curly braces to act as templates for dynamic access.
  5. Click Submit to complete the ACL setup
  6. Be sure to save the workflow if you were accessing the ACL from inside the Workflow Designer.

User jerry has been designated as a workflow administrator for the Expense Report but not for the Time Sheet workflow. When Jerry logs into 

Frevvoproduct
, his task list will appear as shown:

The Modify Task dialog allows a 'workflow admin' to execute any one of abort/reassign/reset functions.

When searching for tasks, if a workflow is chosen, and the user is a workflow admin for it, then all tasks for that workflow display. If no workflow is selected, then all tasks, even those that the workflow admin has not participated in, plus tasks for which the user is a workflow admin will display.

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