Role-Based Form Access

Role-based form access lets you control which form templates each role in your company can see and submit. Instead of showing every worker every form in your library, you decide which forms each role actually needs.

This keeps the mobile app clean for field workers, reduces mistakes from opening the wrong form, and improves adoption across your teams.

Note: Roles with a permission level of Full Access automatically have access to all forms. Role-based form access does not apply to those roles.

Before you start: Create and name all roles in your company before configuring form access. See Setting Up Roles for instructions.

Where to find this

There are two places to configure role-based form access, depending on whether you are starting from a form or from a role.

Forms › Library › [Select a form] › Template Visibility

Workers › Roles › [Select a role] › Shared Forms

Choosing the right workflow

Use the workflow that matches how you want to work:

• Form Level Workflow: Start from a specific form and assign access to multiple roles at once. Use this when you have just updated or published a form and need to set who can see it.
• Role Level Workflow: Start from a specific role and assign multiple forms at once. Use this when you are onboarding a new role and need to configure its full form library.

Form Level Workflow

Use this workflow to configure access across multiple roles for one specific form.

1. Open Forms and select Library.
2. Click the form you want to configure.
3. In the right-hand panel, locate the Template Visibility section and click the Internal Visibility dropdown.
4. Select all roles that need access to this form.
   • Company-Wide: All profiles in your company can access this form.
   • None: No one in your company can access this form. See When to use "None" below.
5. Click Save in the top-right corner of the editor.

Role Level Workflow

Use this workflow to assign multiple forms to one specific role.

1. Open Workers and select Roles.
2. Click the role you want to configure.
3. Click the Shared Forms dropdown and select all forms this role needs access to.
4. Click Save.

When to set Internal Visibility to "None"

Setting internal access to None hides a form from your internal workers without unpublishing it. This is useful when you use the subcontractor portal.

For example: if you have a form that subcontractors need to complete but your own workers should never see, set Internal Visibility to None and enable Share with Subcontractors in the form settings. The form stays published and available to subcontractors only.

Unpublishing the form would remove it from everyone, including subcontractors. Setting it to None gives you more precise control.

What happens after you save

Changes take effect immediately after saving. No republishing or additional steps are required.

• Workers assigned to a role with access will see the form in their app.
• Workers whose role was not selected will no longer see the form in their app.
• Forms that have already been submitted, drafted, or shared are not affected. Existing records keep their current permissions.
• Existing forms that have not been configured yet default to Company-Wide access.

Frequently Asked Questions

What is the default access setting for existing forms?

All existing forms default to Company-Wide access. You can adjust individual forms at any time from the Forms Library or from the Roles page.

Why can't a field worker see a form they need?

The worker's role may not have access to that form. An admin can add the form using either the Form Level Workflow or the Role Level Workflow above. If the worker tries to open a restricted form, they will see: "You do not have access to this form. Contact your supervisor."

Can I make a form available to everyone in the company?

Yes. Set Internal Visibility to Company-Wide. Every profile in your company will have access to the form, regardless of their role.

Does this affect forms that have already been submitted?

No. Submitted, drafted, and shared forms are not affected by access changes. Only the visibility of the form template going forward is changed.

Can one worker share a form with another worker who doesn't have access?

Yes. If a worker shares a specific form submission with someone from another role, that person can view and interact with it in the shared section of their app. This is separate from template-level access.

Do Full Access roles follow the same rules?

No. Roles with a Full Access permission level automatically have access to all forms. Role-based form access settings do not apply to them.

How do I check which forms a specific role can access?

Open Workers, select Roles, and click the role. The Shared Forms section lists all forms currently assigned to that role.

Related Articles

• Setting Up Roles