User Permissions for Cases in a Profile

The system provides two complementary methods and dialogs to manage access settings for forms, giving administrators the flexibility to review and control permissions from different perspectives. It’s important to note that both methods affect the same settings—changes made through one method are instantly reflected in the other.

• Below is a description of how to configure access settings from the user’s profile. This method of changing case settings is preferable when you want to adjust access settings for a specific profile for one or more forms simultaneously, as it gives you an overview of which forms the profile has or does not have access to.
• If, on the other hand, you need to adjust access settings for a specific form, you should instead use the access settings available under the menu Case Management » Settings. This is because it provides an overview of which profiles have access to the current form. For more details, see the article User permissions for Cases via forms.
  

   

Configure user permissions via Profile Settings

1. When you have activated that the profile should have access to Cases under General Settings, the Cases tab will appear.
2. If users belonging to the current profile should be administrators with full permissions, enable Administrator Mode here. No further settings are needed, as an administrator has access to all cases and all functions in the Cases module. Administrator Mode is essential for users who need to duplicate or archive, deactivate, and delete forms.
3. If the profile should have access to Search, you configure this in two ways: via Free Text Search or Query Builder, or by combining both. The difference between these functions is:
   1. 1. Free Text Search allows the profile to search using free text across all forms the profile has access to or filter the free text search to one or more forms.
      2. Query Builder Search enables the profile to specify the query further from a single form and also save the query.
4. Finally, you’ll see a list of all forms created on the site. Each form has its own individual settings for permissions—such as viewing, editing, and deleting cases—as well as options to enable case registration and allow form editing.

Control the ability to Read, Edit, and Delete cases

By default, users cannot view, edit, or delete cases in forms. This is indicated with a label stating No Access.

Access must be granted by an administrator. Only authorized users can manage or view case information, protecting sensitive data. Permissions to View, Change, or Delete cases are set per profile and form, with each profile’s settings determining which actions a user can perform.

There are five access levels for each action, enabling you to tailor exactly what rights users in a given profile have to view, change, or delete cases. These access levels are:

• All registered cases
  Allows users in the profile to view, edit, and delete all cases in the current form, regardless of who created them.
• Cases involving the user’s Workspace
  

  This access level operates differently than the others. Rather than focusing on who created or was added to a case, it depends solely on which workspace the involved users belonged to at the time they were added.
  
  How this access level works:

  • When a case is created, it is automatically associated with the workspace of the user who created it.

    • If a user has the Cases involving the user’s Workspace access level for, for example, viewing cases—and belongs to the same workspace as the creator at the time the case was created—that user will have permission to view the case.

  • When a user is added to a person field, the case is also linked to the workspace that user belongs to at that moment.

    • If a user has the Cases involving the user’s Workspace access level for, for example, changing cases—and belongs to the same workspace as a person added to the case at the time they were assigned—the user will then have permission to edit the case.
    
    Important: This access level does not take groups into account—access can only be granted to specific users added to a person field, not to groups. This is because groups may include users from several different workspaces, while a person field is always tied to an individual user and one unique workspace.
• Cases the user is involved in
  This setting allows users to view, edit, or delete any case they are involved in. “Involved” means the user either created the case themselves or was specifically added to a person field, either individually or through a group.
• Cases the user has registered
  Grants the user in the profile the ability to only read, edit, or delete cases that the user has created.
• No access
  No ability to read, edit, or delete cases in the current form, regardless of who created them.

Other Settings

The Ability to register new cases setting controls whether users in the profile are authorized to create new cases in the selected form.

If the profile is granted more than No Access for Read, users can also be allowed to Share cases publicly, provided this feature is enabled for the form.

If the profile is granted more than No Access for Edit, you can specify whether users are allowed to Change after the case reached the status completed.

The Ability to change form setting allows users to edit a form without requiring administrator access in the Case module.

Related Content:

• User permissions for Cases via forms.
• How to manage user access via Workspaces
• How to Use the Share Case Publicly Feature
  
• Create Status Settings in Cases