Contents
Introduction
About this guide
This guide explains how access levels work within forms so that form builders can assign the correct roles to each form. Correct configuration helps ensure that internal forms, such as mileage claims for mobile workers, remain available only to the right users.
Configuration
Creating or Editing an Access Role
Access levels can be configured on the following aspects of a form:
- Catalogue
- Form
- Region
- Item
Access levels can be enabled or disabled by selecting or clearing the Access Level setting shown below.
The three main access levels are Public, Customer, and User. Public access is for guests who are not signed in, Customer access is for signed-in submitters, and User access is for user accounts and access roles managed through the Admin Portal.
Public – This access level applies to submitters who are not signed in, also known as guests. If a form requires the submitter to sign in, such as a Blue Badge form, disable Public access so that submitters must log in before they can access the form.
Customer – When selected, this access level allows signed-in submitters to access the form and view the regions or items where Customer access is enabled.
User – This access level applies to user accounts, including users who can access the Admin Portal. When User access is selected, you can choose which access roles can access the catalogue, form, region, or item. Access roles are configured in Administration > Access > Access Control.
Any new form, region, or item automatically inherits the access levels of its parent until you change them manually. Items inherit access levels from regions, regions inherit them from forms, and forms inherit them from catalogues.
Bulk Updating Access Levels on Forms
Updating Access Levels on Forms Quickly
If you need to change access levels across several regions or items, use the Form Access feature to update them in bulk. This is useful when you are changing access for an entire form, page, or group of form components.
Update Access Levels in Bulk
Go to Administration > Access > Form Access.
On the Form Access page, select the catalogue, form, and page you want to update, then click Go.
After you click Go, the regions and items on the selected page are displayed. Select all regions and items or select only the specific ones you want to update.
After you click Update, the access roles screen appears. Select the access roles you want to assign to the regions and items, then click Update to apply the changes in bulk.
Use Cases
Below are a few examples of how Access Levels can be configured on forms:
Unique Form Flows for Different Access Levels
- A combination of access levels can change the submitter’s experience based on their role. For example, a Blue Badge form could include user-only regions and items so that Customer Support Agents can enter information that triggers rules and starts the form’s flow.
User Specific Forms
- Configuring user-only forms for specific access roles can help optimise and declutter each user’s workspace. For example, Environmental Agent service requests can be hidden from Blue Badge agents, and Blue Badge service requests can be hidden from Environmental Agents.
Eliminating Erroneous Submissions
- Hiding employee-only forms from customers and anonymous submitters, such as equipment hire forms for Tree Agents, helps prevent erroneous submissions that could hinder productivity or confuse Customer Support Agents.
If you have any questions about access levels or their use cases, contact isupport@abavus.co.uk.
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