How to set up Access Levels and Permissions for web forms?

If you run an organisation and have a 123ContactForm account, but don’t have the time to manage your online forms, you can create subaccounts and let employees manage them for you. The same goes if you build forms for your clients and want them to have access to their forms. Subaccounts represent users you have registered on your 123ContactForm account, who have access only to the forms you have assigned to them. You can establish which sections of the form will be managed by a user/subaccount.

You can create standard users or administrators. Administrators can have the same privileges as your master account, but unless the option can manage other users is selected, they won’t have access to the Users section. In addition, administrators can have access to certain groups of forms. Tick the option can manage groups to grant access.

  • A user can manage more than one form.
  • A form or a section of the form can be managed by two or more users.

Any paid plan allows you to purchase and create subaccounts. The cost per subaccount is the same as the master account’s subscription.
Contact us when you want to start adding subaccounts and one of our agents will happily guide you.

access levels and permissions for web forms

To create a subaccount go to UsersNew User, in User Management, and add the email address of the user. Read more about adding users.

Here is a complete guide on how to use access levels and permissions for web forms:

1. In Users you have to manually set permissions to each subaccount. Select the subaccount and go to Permissions.
2. Select the forms to which you want to grant access, in the dropdown list on the top-left. Select a form at a time or a group of forms, then press Grant Access.
3. Notice that in the subsection Allow Forms you can change permissions for the different sections of the form: Form Editor, Form Settings, Submissions and Reports.
4. In Operations Allowed you can permit users to create forms, duplicate forms and delete forms.

 

Granting access to form sections

Form Editor

There are three permission levels for this section:

1. No access – the user won’t be able to view or edit the fields of the form.
2. View only – the user can see the fields in the editor, but cannot apply changes.
3. View & Edit – the user can view and edit the fields in the Form Editor.

 

Settings

There are three permission levels for this section:

1. No access – the user won’t be able to view or edit the settings of the form.
2. View only – the user can only view the settings, but cannot apply changes.
3. View & Edit – the user can view and change the settings of the form.

 

Submissions

There are three permission levels for this section:

1. No access – the user won’t be able to view or edit/update the submissions.
2. View only – the user can only view the submissions, but cannot apply changes.
3. View & Edit – the user can view and update the submissions received through the form.

Reports

The owner of the account can select which form reports are available to each user. To grant or revoke access to a form report, go to Forms Allowed and click on the link Select Reports. In the dropdown list check or uncheck your existing reports from the current form. Checked reports from the dropdown list will be the only visible for the respective subaccount.

access levels and permissions for web forms

There are four permission levels to this section, as follows:

1. No access
2. View only
3. View & Edit
4. View, Edit & Create

The option View, Edit & Create permits users (subaccounts) to create new reports.

Case scenario: A user creates a report, but hasn’t got access to view the Submissions section. If the user creates a report using the Data Table widget, he/she will not be able to see the data within the table. This is due to the fact that the data of the selected report contains form submissions, and because the user hasn’t got access to Submissions, the report will appear empty. The data, however, can be seen by the owner and by the users who have access to the Submissions section.

2 Comments

  1. Victor Ramirez says:

    I cannot find the user management are to add a new user.

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