In your forms, you can restrict authorized users from accessing specific fields, sections, groups, or repeating fields in the form.
💬 Tip.
- The Access function is suitable when you want to involve suppliers, customers, or other external users in the system, as it allows you to hide objects for selected profiles.
- This function can also be useful for hiding fields that you no longer want to display, instead of deleting them entirely. By hiding the field, the content in previously registered data is preserved, which is an advantage compared to deleting the field.
The Access setting can be applied to:
- Individual fields
- Repeating fields
- Groups
- Sections
💬 An access setting applied to Everyone, Nobody or Specific profile. When access settings are applied to a group or section it will affect all fields within that group or section.
Access settings you can choose under Specifik profile are:
- Hidden: Used to hide fields, repeating fields, groups, or sections from specific profiles.
- Visible: Used to make fields, repeating fields, groups, or sections visible but non-editable for specific profiles.
- Editable: Used to make fields, repeating fields, groups, or sections visible and editable for specific profiles.
- Not editable after filled in: Used to restrict specific profiles from altering data once the user belonging to the profile has saved their case.
How to proceed:
Select the field you want to set restricted access to and choose Access in the field properties. Then select Specific Profile and make the appropriate restrictions for each profile or function for the selected field, repeating field, group, or section.
❗Note.
- When new profiles are created, whether based on an existing profile or entirely new, all objects with the Specific Profile access setting are automatically assigned the Hidden setting. This means that users associated with the new profile will not have access to objects with the Specific Profile setting until these access settings are adjusted.
- Keep in mind that the Specific Profile setting can be applied to entire sections or groups, and if these sections or groups contain person fields, users may lose access to cases because they lack access to the person field. This field may be crucial for involving the user in the case.
- It is therefore important to be cautious when using the Specific Profile setting on person fields intended to involve other users. If a user, with the access setting Cases in which the user is involved in**, does not have access to the person field, they will not be considered involved. As a result, they will not be able to access cases or receive notifications from the relevant form.
- In addition to profiles with access to your form, you can also set access restrictions on fields for Addon » Public Registration and Addon » Share Case Publicly, if these features are enabled for the current form.
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Last updated: 27 January, 2025