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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. You may have different levels of permissions depending on the particular form you are working with. For questions about your access level, please consult the owner of that particular form.

Note: Permissions are not the same as user roles.  For more information on user roles on our platform, click here.

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

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
  • Correct the initiator's email
  • View Form Route routing questions and notification settings
  • 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

Facilitator.png

Facilitator (New!)

Has access to all submissions or a subset (e.g. their site/department) for a particular form. For the submissions they have access to, Facilitators can:

  • Do anything a Tracker can do
  • Cancel submissions
  • Reopen cancelled submissions
  • Change approver emails for bounced or incorrectly submitted forms (only applies to routed forms, not group forms)
  • Mark forms as “Received on paper”

Click here to watch a video about the Facilitator role.
Manager.png

Manager

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

  • Correct the email address for bounced forms
  • Edit or approve submissions waiting on another approver
  • Change the current approver the submission is waiting on 
  • Share View-Only copies of forms
  • Add/edit approver’s email and step settings
  • Change other users' permissions
  • Cancel and Archive submissions
  • Unlock and resend completed forms for corrections
  • Add/edit group members (for group forms)
  • Do anything a Facilitator can do
Owner.png

Owner

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

  • Edit fields on the master document
  • Edit filters and search fields
  • Edit Email information
  • Edit routing questions on routed 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:  Owners can grant user permission to specific submissions called subsets. 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. 
  • All at my district: All the submissions for the form across the entire district.

 

Form roles summary chart

 

Initiator.png

Tracker.pngApprover.png

 Facilitator.png

 

Manager.png 

 

Owner.png 
Permissions  Initiator
View-only		 Approver & Tracker

Facilitator

  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 

Site or District staff who
can help organize and keep the process moving for initiators, trackers, and 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 reports) ✔  ✔  ✔ ✔  ✔ 
Track submissions View current step, not approver ✔  ✔ ✔  ✔ 
View approval route View steps, not approvers View steps and approvers  View steps and approvers   View and edit approvers  View and edit approvers
Send reminders    ✔  ✔  ✔  ✔
View submission's form history   ✔  ✔  ✔  ✔ 
View & add internal notes *when logged in and have higher level access to initiated form ✔  ✔  ✔  ✔ 
Add attachments at any step   ✔  ✔  ✔  ✔ 
Correct initiator email   ✔  ✔  ✔  ✔ 
Change approver on the same step     ✔  ✔  ✔ 
  Change approver Email**     ✔  ✔  ✔ 

Cancel Forms

     ✔  ✔  ✔ 
 Unlock & resend completed forms       ✔ ✔
 Send View-Only form copies       ✔  ✔ 
Edit* / approve submissions for others       ✔  ✔ 
Edit form role permissions       ✔  ✔ 
Archive submissions       ✔ ✔ 
Edit group members       ✔ ✔ 
Edit document fields         ✔
 Edit routing questions         ✔
 Edit filters and search fields         ✔
  Edit Email information         ✔

*Depends on editing rights

**Only applies for Routed Forms

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!

Need more help?

Contact our Support Team!