Roles

A Role is a user profile that defines which Forms and Forms Groups can be accessed by users with this Role.

A User in a Role can only see in their account the form templates resulting from the combination of the selected Form groups and selected Form templates. The user will only be able to create and see forms with these templates.

Example:

Form Groups and Forms are both empty: a user in this Role cannot see anything

Form Groups is empty and Forms is set to one or more templates: a user in this Role can only see the selected templates

Form Groups is set to All, whatever the value set in Forms: a user in this Role can see all templates.
Forms is set to All, whatever the value set in Form Groups: a user in this Role can see all templates.
Form Groups is set to one or more groups and Forms is empty: a user in this Role can see all the templates in the selected groups only.
Form Groups is set to one or more groups and Forms is set to one or more templates: a user in this Role can see all the templates in the selected groups + all the selected templates.

A Role can be applied to each User account in the Manage Users section of the general Settings menu.

Roles can be used within a form workflow to help control or guide the activity or action that needs to occur.

Example: Simple Workflow with Roles

Where a “Plant Repair Request” form is submitted, it goes to a user with the role “Plant Manager” to action the next step of the workflow.

In the form, there is data that must be filled in my the Plant Manager before the form can be progressed to the next stage: