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.
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Initiator View-OnlyHas access only to the routed form submissions they initiated. For their own submissions only, they can:
Note: parents and students should not be given accounts; they can track their submissions via the email notifications. |
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TrackerHas 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:
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ApproverHas access to all submissions waiting on their approval and that they have approved. For these submissions only, approvers can:
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ManagerHas access to all submissions or a subset (e.g. their site/department) for a particular form. Form Managers can:
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OwnerHas access to all submissions for a particular form. Form Owners can:
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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
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| Permissions | Initiator View-only |
Approver & Tracker | Manager | Owner |
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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 | ✔ | ✔ | ✔ | |
| Add attachments at any step | ✔ | ✔ | ✔ | |
| Correct initiator email | ✔ | ✔ | ✔ | |
| Change approver on the same step | Only for forms they Approved or have access to | ✔ | ✔ | |
| Change approver Email | ✔ | ✔ | ||
| Unlock & resend completed forms | ✔ | ✔ | ||
| Send View Only form copies | ✔ | ✔ | ||
| Edit* / approve submissions for others | ✔ | ✔ | ||
| Edit form role permissions | ✔ | ✔ | ||
| Archive submissions | ✔ | ✔ | ||
| Cancel Forms | ✔ | ✔ | ||
| Edit group members | ✔ | ✔ | ||
| Edit document fields | ✔ |
*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!