---
title: "Roles & Permissions for Forms: How to Control Who Can View, Edit, and Manage"
url: "https://help.ontraccr.com/en/article/roles-permissions-for-forms-how-to-control-who-can-view-edit-and-manage"
language: "en"
last_updated: "2025-05-26T22:07:32.259Z"
---

# 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.

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## 🛠 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.

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## 🔐 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

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### 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

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### 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

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### 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

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### 5\. **Edit Invoices**

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

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### 6\. **View Invoices**

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

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### 7\. **Edit Purchase Orders**

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

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### 8\. **View Purchase Orders**

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

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## 🧠 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

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## ✅ Summary Matrix

| Permission | What It Controls | Who Needs It |
| --- | --- | --- |
| View Forms | See assigned or favorited forms | Everyone using forms |
| View Form Logs | View all submissions | Admins, Safety, PMs |
| Manage Forms | Create/edit templates | Admins, Power Users |
| Clear Assigned Forms | Reassign/cancel others’ forms | Office Managers |
| Edit/View Invoices | Access invoice-type forms | Finance, Admin, PM |
| Edit/View POs | Access purchase order forms | Purchasing, PM |

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