Roles & Permissions for Forms: How to Control Who Can View, Edit, and Manage

📄 Roles & Permissions for Forms: How to Control Who Can View, Edit, and Manage Forms
 

Ontraccr uses a robust Roles & Permissions system to control who can access forms, manage templates, edit financial documents, and view company-wide logs. This article explains how to configure those permissions and what each one actually enables.

🛠 Where Permissions Are Managed

Go to:

Settings → Roles & Permissions

From here, you can edit any role (e.g., Field Worker, Admin, Supervisor) and control their form access.

🔐 Key Form-Related Permissions

1. View Forms

• Grants access to the Forms tab
• Without this, a user cannot see or launch any forms
• Minimum required permission for any form usage

✅ Must be enabled for users to manually access or be assigned forms

2. View Form Logs

• Grants access to Documents → Forms → Log
• Shows all submitted forms across all users and projects
• Use this only for trusted roles (e.g., Admins, Safety Officers)

⚠️ May expose sensitive company-wide data—enable carefully

3. Manage Forms

• Grants permission to:
  • Create form templates
  • Edit existing form templates
  • Delete or archive templates

🧠 Best for Admin roles, Power Users, or internal system builders

4. Clear Assigned Forms

• Allows a user to:
  • View another user’s Assigned Forms list
  • Clear drafts or reassign forms manually
• Found under Staff → Manage Users → Assigned Forms section

🔁 Useful for field admin roles and office managers

5. Edit Invoices

• Grants permission to edit submitted forms that are tagged as Invoice type
• Often restricted to accounting, admins, or finance teams

6. View Invoices

• Allows visibility into Invoice-type forms
• Useful for PMs, accounting, and client approval reviewers

7. Edit Purchase Orders

• Grants permission to edit submitted forms tagged as POs
• Often paired with cost control roles or purchasing admins

8. View Purchase Orders

• Allows users to view submitted POs
• Ideal for PMs, approvers, or field-level visibility

🧠 Role-Based Workflow Tip

• 🧩 These permissions control what users can do system-wide
• Workflow logic (Assigned Users Block, Trigger Blocks) controls who gets which form and when
• You must configure both to fully lock down or open up access

✅ Summary Matrix