Overview
Each type of Project User has unique authorization to create, view, or edit forms and delete or reopen submitted forms. The permissions of each type of Project user that can take on the Forms feature are detailed below. However, you can choose to customize certain form actions based on permission levels. This article will cover how to customize form permission levels as well as go over the default actions users can take based on their permission level.
This (For more information about project permission levels, please check out this article: Introduction to Project Permission Levels: Administrators, Members, and Followers)
Table of Contents
- Customizing Form Permissions
- Who can create, view, edit, delete, re-open and push forms
- Who can view my form?
- Who can delete forms?
- Why can't I edit my form?
- Account form templates
- Manage Form Permissions & Statuses
Customizing Form Permissions
When creating/updating a form template, you can choose to customize some of the primary actions users can take dependent on their project permission level.
Before getting started, it is EXTREMELY IMPORTANT TO NOTE that if you are going to make these customizations, you must advise users on your projects that if they are going to access the project via their mobile device, then they will need to update to the latest app version to use the new form permissions. For Android users, the version will at least need to be 3.15810. For iOS users, the version will at least need to be 1.126.
To get started making these customizations, do the following:
- Navigate to the Forms modal
- Click on the form template you want to customize
- Click Manage template in the upper right-hand corner
- Click the Unpublish button in the upper right-hand corner
- Edit which permission levels you want to be able to Create new forms, View all forms, and/or Edit all forms
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IMPORTANT:
- The customizations you make for one form template are only applicable to that template. You will need to make customizations for each form template.
- The customizations you make are only applicable to NEW forms created from the form template
- If you only select the checkbox for Member, you need to also select the checkbox for Follower. However, if you select the checkbox for Follower first, then you'll see that the checkbox for Member is automatically selected as well.
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IMPORTANT:
- Click the Publish button in the upper right-hand corner once you are finished making your customizations
Real World Application
Depending on the type of form, you may want all users on a project to be able to view it, or you may want to restrict who can see it to a small group of users. The ability to customize form permissions allows you to control which permission tiers can view forms on a per template basis.
For example a General Contractor with Subcontractors on their Fieldwire projects could set it up so only Admins can view/edit/create Daily Report forms, but their Subs who are Followers can view and create their own jobsite hazard analysis (JHA) forms. As another example, you could restrict sensitive forms like timesheets or forms documenting safety violations to just Admins, while letting everyone on the project view other forms like inspections that could be relevant to everyone's scope of work.
Who can create, view, edit, delete, re-open and push forms
Default Form permissions by the form Assignee and project permission level:
Who can view my form?
Due to custom form permissions, who can view your form is dependent on the specific permissions you have established for that particular form template. The default settings are that Admins can Create new forms, View all forms, and Edit all forms while Members can Create new forms and View all forms. One other caveat is that the Creator of the form as well as the current Assignee always have the ability to edit form details such as the form's name, status, assignee, and due date no matter what their project permission level is.
Who can delete forms?
Only Project Admins can delete forms. Deleted forms can be recovered from the Trash tab for 30 days following deletion. After 30 days the forms are permanently deleted and cannot be restored.
Why can't I edit my form?
It is likely the form was 'Submitted' or finalized by changing the state to one that is locked, which means the form is no longer editable. To edit it, the form status must be changed back to the 'Draft' state. Only Project Admins can "Un-submit" or Unlock forms so it may be necessary to contact a Project Admin to revert the form back to a 'Draft' state.
Account form templates
The Account owner and managers have access to the 'Templates' tab from the projects dashboard and are able to adjust the content of the account form templates. Project Admins can then pull the account form templates into projects, or push form templates to the Account.
Take a look at this article for more information: Account Form Templates
Take a look at the following video -
Note: If you are not seeing the Form Templates in your Projects as is shown in the video above, you may need to check the status of the Account Form Template on the Account Home page. In order for the Forms Template to be pulled into the Project from the Account, the Status of the Template needs to be changed from "Unpublished" to "Published".
Manage Form Permissions & Statuses
Project Admins have the option to Manage Form Permissions and Statuses. Form Permissions dictate who can create new forms, view forms, and edit forms, while Form Statuses dictate whether or not the Form is editable.
Permissions:
Only the Creator, Admin, and assignee can edit form details, including the name, status, assignee, and Due date.
Sections, or the fillable entries within the Lists and Tables in a form, can be adjusted - Admins can choose whether only the form Assignee or if All users can edit fillable entries within a form.
Statuses:
Default form statuses depend whether you're using one of our pre-built templates or starting with a blank template. If you're starting with a blank template, the default statuses are 'Draft' and 'Submitted'. These dictate when the form can be edited, and which project user permissions can make the form non-editable. Project Admins, however, have the option to edit the statuses associated with a Form.
Project Admins can customize when a form it is editable or not in the Form is editable column. All required fields must be filled before the form is moved into a 'non-editable' state:
Can enter status and Can exit status is a way to designate which permission levels are able to change the status of the form at that given moment:
By default, only Project Admins can move a form into a non-editable state, but this can be adjusted as you see fit, depending on who you would like to edit the form, and at which stage:
Project Admins can create new statuses by selecting the + New status option:
More information