User Permissions for Cases in a Profile

In the profile, you configure the administrative permissions and access users should have to cases in each form.

There are two different methods and dialogs for adjusting access settings for forms in the system, providing administrators the ability to view the access settings from two different perspectives. It is important to note that both methods affect the same settings; if a change is made through one method, these settings are also updated in the other method.

• 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. 

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.
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. Here, all forms created on the site are displayed, and as an administrator, you get a quick overview of what the profile has access to.
   
   Under each form, you can configure how users with the current profile are allowed to View, Change, and Delete cases within the forms (read more below).

Users can also be granted:

1. 1. 1. 1. 1. 1. Permission to register new cases, which determines how the profile can create new cases in the current form.
               2. Permission to modify forms. With this setting, profiles that have not been assigned Administrator Mode (point 2) can also make changes to the current form.
                  
                  

Control the ability to Read, Edit, and Delete cases

The default system setting is that users cannot Read, Edit, or Delete any cases in the current form.

In this setting, you can determine what permissions the profile should have under Read, Edit, and Delete, with the following options available for each activity:

• All registered cases
  Allows the profile to read, edit, or delete all cases in the current form, regardless of who created them.
• Cases involving the user’s Workspace
  This setting gives the user’s Workspace the ability to read, edit, or delete cases. In other words, all users in the same Workspace where a case was registered are granted access.
  • If a group is created in the form with users from multiple Workspaces, the system does not consider the group (if it is selected in the case) under this setting.
  • If a user registers a case and later changes Workspace, the user does not lose the relationship with the case.
• Cases the user is involved in
  This setting requires that, even if the profile has access to Cases or the form, the specific user must be added as involved, either individually or via 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.

Advanced Settings

If higher access (than No Access) is granted under Read, the profile can also be allowed to Share cases publicly. Similarly, if higher access is granted under Edit, the profile can be allowed to Edit cases even after they have reached the “Closed” status.

Related Content:

• User permissions for Cases via forms.

Last updated: 17 January, 2025