How do I apply Access Levels and/or Roles to Tabs and Short URLs?

Access to Dynamic Tabs can be controlled via Access Roles.  Dynamic Tabs are used for both Customer Portal and Mobile App presentations.  

Access to Short URLs can be controlled via Access Roles alongside some additional configuration at the Form level.

Apply permissions to tabs

Go to Administration > Self Service > Tabs >

01. Configure settings as follows:-

1. Access Level - the appropriate end User group can be granted access

2. Login Required - if ‘Yes’ will require the end User will present the login screen.  This would apply to Registered and Users.

3. Visibility - enables you to determine whether this tab is visible on the Customer Portal or Mobile App or both.

IMPORTANT: If the tabs My Reports or Draft Reports are configured to a level of access which includes ‘Public’ and no login is required ALL anon users will be able to view ALL anon reports. Very serious consideration should be given to providing such visibility.

Apply Access to Short URLs

Go to Administration > Service Requests and Cases > Forms Builder 

01. Select an appropriate Form.  Within the Form configuration, if a Short URL is enabled, the Links section will be visible.

1.  You can set this up when the link is used it will be directed to the Login page or go straight to form 
2. The short URL is provided and can be put onto another website such as your council website
3. You also have the ability to embed the form into your website allowing customers to complete the form on your website rather than be redirected, You will need to give this to your web developing team to add into your website.

IMPORTANT NOTE: When embedding an iFrame for a form on a website the user should remember to add hypertext transfer secure protocol https:// in the link

     4. You may also give messages for:

• Welcome message for when logged in
• when they complete the SR
• When they cancel the SR

 If the Form is for ‘Public’ access, the Form and the appropriate objects will require the relevant access.  If the box ‘Show Login Page’ is unticked, the end-user will be directed to the Form as an Anonymous User.

If you require the end-user to log onto the system, then tick the ‘Show Login Page’.  On the launch of the URL, the end-user will be presented with the login screen:-

1. For Registered users, they will be able to logon
2. If the Form has ‘Public’ access enabled, the button ‘Submit report anonymously’ will be visible.

IMPORTANT: - Where you have enabled a Short URL but want this visible to Users only, you will need to tick ‘Public’ or ‘Registered’ access at the Form Level to enable ‘Show Login Page’.  It is recommended that you use a combination of Dynamic Tabs and Access Roles to present this as needed on both the Customer Portal and Mobile App.