- What does role based form access do?
- How do I set up role based form access?
- Why would I set the access to “None" when I can just un-publish the form?
- FAQs
With our most recent update you now have the ability to control access to your form templates based on the role assigned a profile.
Before you start ....
If you haven’t done so already, it is highly recommended that you create, name and assign all of the necessary roles in your company prior to moving on to this step. You can learn more about this by visiting this knowledge center article.
Note: Roles with a permission level set to "Full Access" automatically have access to all forms in your company. This feature does not apply to these roles.
What does role based form access do?
Many SALUS customers have dozens or even ~100 form templates available for their workers to fill out, sign and submit. Most of your workers do not need access to every form in your library and, in some instances, they might only need a handful of them. With role based form access you now get to decide who in your organization can submit which forms. In doing so, you can simplify your field level workflows to enable greater adoption of SALUS and ultimately increased compliance.
How do I set up role based form access?
There are two workflows for setting up role based form access:
- Form Level Workflow - Used to configure access across multiple roles for one particular form
- Role Level Workflow - Used to configure access for multiple forms for one particular role
Form Level Workflow
- Step 1: Go to Forms > Library and then click on the form you want to set up
- Step 2: Click the “Internal Visibility” dropdown within the “Template Visibility” section on the right hand side
- Step 3: Select all roles that need access to this form from the dropdown
- “Company-Wide” means that all profiles in your company have access to the form
- “None” means that nobody in your company will have access to the form
- Step 4: Click the “Save” button in the top right hand corner of the editor
Role Level Workflow
- Step 1: Go to Workers > Roles and then click on the role you want to configure
- Step 2: Click on the "Shared Forms" dropdown and select all of the forms you want this role to have access to
- Step 3: Once complete, be sure to click the "Save" button
Why would I set the access to “None" when I can just un-publish the form?
If you are using the subcontractor portal, you may have forms that you want your subcontractors to have access to while also remaining hidden from your own internal workers. By setting the internal access to None but also selecting the “Share with Subcontractors” box in the form settings you would accomplish exactly this.
FAQs
For Admins
Can I make a form accessible to all employees in the company?
Yes, you can designate forms as company-wide, making them accessible to all employees regardless of their roles. This is useful for forms that contain general information or are required for all staff.
How do I manage form access in bulk?
The admin interface provides a bulk management option where you can select multiple forms and assign them to roles in one action, saving time and ensuring consistency.
What happens to existing forms after implementing Role-Based Form Access?
Existing forms will maintain their current access permissions. By default, all existing forms will be set to company-wide access. You can then adjust these settings to assign specific forms to roles as needed.
How can I check which forms are accessible to a particular role?
In the admin interface, you can view the forms assigned to each role. There is a dedicated section that lists all roles and the forms they have access to.
Can a user from one role invite a user from another role to access a form?
Yes, users with access to a specific form can share access with users from other roles. The invited user will be able to interact with the form without restrictions.
For Field-Level Workers
How will I know which forms I have access to?
When you log into the SALUS mobile app, you will see a list of forms assigned to your role. This helps you quickly find and complete the forms relevant to your job.
What should I do if I need access to a form not available to my role?
If you need access to a form that is not available to your role, contact your supervisor or foreman. They can enable access for the form with you if necessary.
What message will I see if I try to access a restricted form?
If you try to access a form that your role does not have permission to view, you will see a message saying, "You do not have access to this form. Contact your supervisor."
Can I still see forms that are shared with me by someone from a different role?
Yes, if a form is shared with you by a user from another role, you will be able to see and interact with it in the shared section of your app.
What if I have a question about filling out a form?
If you have any questions about filling out a form, you can reach out to your supervisor or the admin team for guidance. They can provide the necessary instructions and support.
General Questions
How does Role-Based Form Access improve your workflow?
Role-Based Form Access reduces the clutter of unnecessary forms, ensuring that employees see only the forms relevant to their roles. This improves focus, reduces errors, and speeds up the process of completing and submitting forms.
Will this feature affect the forms I’ve already submitted?
No, all forms that have been submitted, drafted, or shared before the implementation of Role-Based Form Sharing will retain their current permissions and access rights.
How can I provide feedback or request changes to form access? If you have feedback or need changes to form access, you can contact your company admin. They can adjust the form settings to meet your requirements.