How to distinguish the different 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.

Initiator

How to understand different 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 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 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 Share View-Only copies of forms
	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 (Recommended) 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 “completed” Click here to watch a video about the Facilitator role.
	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 Add/edit approvers Edit step settings (editing rights, bulk approval, etc) Add/Edit CC notifications and step instructions 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 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 (L2 status only) Delete attachments at any step Do anything a Manager can do

How to understand different 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


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

How to grant or request 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!

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