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Understand staff permission levels

Permissions overview

Your permissions (i.e. what you can see and do) is based on the role and access level you have been given for a particular form. This is determined by the owner of each form in your district. 

Form roles

Form owners and managers are responsible for assigning form roles for each form they own or manage. Assigning the right roles helps maintain the right permissions and security for what submissions each user can see and what they can do.

Initiator.png

Initiator View-Only New!

Has access only to the routed form submissions they initiated. For their own submissions only, they can:

  • View submissions
  • Download/print submission PDFs
  • Download submission data (.csv reports)
  • Track the status - can see the current step a submission is on, but cannot see who the approver is
  • View the approval route

Note: parents and students should not be given accounts; they can track their submissions via the email notifications. 
Tracker.png

Tracker

Has access to all submissions or a subset (e.g. their site/department) for a particular form. For the submissions they have access to, Form Trackers can:
  • Track the status - can see the current step and also who the approver is
  • Send reminders
  • Change the current approver the submission is waiting on
  • Correct the initiator's email
  • Add attachments at any step
  • View a submission's form history
  • View and add internal notes on a submission
  • They also have Initiator view-only permissions for their own submissions

Approver.png

Approver

Has access to all submissions waiting on their approval and that they have approved. For these submissions only, approvers can:

  • Do anything a Tracker can do
  • They also have Initiator view-only permissions for their own submissions
Manager.png

Manager

Has access to all submissions or a subset (e.g. their site/department) for a particular form. Form Managers can:

  • Edit or approve submissions waiting on another approver
  • Unlock and resend completed forms for corrections
  • Change other people's form role
  • Archive submissions
  • Do anything a Tracker can do
Owner.png

Owner

Has access to all submissions for a particular form. Form Owners can:

  • Edit fields on the master document
  • Add/edit group members (for group forms)
  • Do anything a Manager can do

 

Form Access Levels

Form Trackers and Managers can be given one of two different access levels to submissions for a particular form.

  • A Subset: Subsets are used to limit someone's access to only certain submissions (based on a drop-down menu on the form). This is usually used to give access to only the submissions from someone's school or department. Owners can contact Informed K12 support to set this up.
  • All at my district: All the submissions for the form across the entire district.

 

Form roles summary chart

 

Initiator.png

Tracker.pngApprover.png

Manager.png 

 

Owner.png 
Permissions  Initiator
View-only		 Approver & Tracker  Manager  Owner

 

Applies only to forms & submissions they have access to

 School/Dept staff who only initiate their own forms (not students and parents) 

Site/Dept Secretaries, Principals, other district approvers 

 District staff who help owner manage the overall process
 		 District staff member who owns the process 
View submissions ✔ ✔ ✔ ✔
Download/print PDFs ✔  ✔  ✔  ✔ 
Download data (.csv report) ✔  ✔  ✔  ✔ 
Track submissions View current step, not approver ✔  ✔  ✔ 
View approval route View steps, not approvers View steps and approvers   View and edit approvers  View and edit approvers
Send reminders    ✔  ✔  ✔
View submission's form history   ✔  ✔  ✔ 
View & add internal notes   ✔  ✔  ✔ 
Change approver on same step   ✔  ✔  ✔ 
Correct initiator email   ✔  ✔  ✔ 
Add attachments at any step   ✔  ✔  ✔ 
Unlock & resend completed forms     ✔  ✔ 
Edit* / approve submissions for others     ✔  ✔ 
Edit form role permissions     ✔  ✔ 
Archive submissions     ✔ ✔ 
Edit document fields       ✔ 
Edit group members       ✔

*Depends on editing rights

Granting and getting access

For instructions on how to give or change someone's access to a form you own, see article: Give others access to manage/track forms. 

If you are not the Form Owner and would like to request a higher level of access to the form, please contact the form's owner. If you're not sure who that is, please contact Informed K12 Support!