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    Sub-account users: Ability to view submissions only OR edit submission only on a single form

    Asked by sjpd on May 19, 2015 at 12:35 PM

    I have users who need to modify the online table of data collected by the form.  For instance, they need to flag a record after responding to the form submitter via email.  But I don't want these users to be able to alter the form design itself.

    1.) If you could create an intermediate permission level that allowed users to be assigned as a contributor, while denying them author permissions, that would be perfect.

    Contributors would be able to delete rows of data, update fields of data, review all data, create and generate reports, basically everything except edit the form design.

    2.) I also wish I could have more sub-account "Contributor" users without upgrading my account.  As it is, the limit of 10 sub account users will compel me to request that our IT folks create and manage role-based email addresses that several users can share.  This presents an administrative burden for IT because our staff change roles during shift change, which occurs every six months.

     

    Feature Request sub-account Change form sub
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    Answered by Sammy on May 19, 2015 at 01:25 PM

    Hallos,

    I have submitted your feature request suggestion to our development team, while i don't have the immediate time as to when it will be made available I will keep you posted on any status regarding the feature implementation.

    On your second question i have moved it to a separate thread and it will be answered there

    http://www.jotform.com/answers/572512

     

  • Profile Image

    Answered by Sammy on May 19, 2015 at 01:49 PM

    Hi,

    I have done further research into the feature for allowing users to edit submissions and found that the implementation is already in place.

    Sorry of the oversight on my part, in the sub-user account setup elect the option 'View Submissions' then uncheck 'Edit Forms'.

    This will grant that user ability to view and edit submissions but not the forms.

    I have highlighted it in the screenshot below.

    The first illustrates granting the right to all forms

    The second illustrates a scenario for specific forms only

     

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    Answered by sjpd on May 19, 2015 at 02:02 PM

    My account shows no option to View and Edit Submissions.  There is only an option to View Submission or Edit Forms.

    How can I access the permissions you screen shot displays?

    Here is a screenshot from my account:

    In order fro users to edit the database the currently require the ability to Edit Forms.

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    JotForm Support

    Answered by Charlie on May 19, 2015 at 02:30 PM

    Hi,

    That's alright, you can proceed on creating a sub-account user. After you can created it, click the "Edit". Here's a step by step on what I did.

    1. Add the email of the user you would like to share your forms. Click "Create".

     

    2. After you have successfully added it, click the "Edit" button.

    3. Here you'll see that the "View and Edit Submissions" is already visible.

     

    You might want to check this guide on how to share forms to other JotForm users: http://www.jotform.com/help/232-How-to-Share-Forms-with-a-Sub-Account-User. This gives you a detailed explanation about creating sub-account users.

    Do let us know if you need further assistance on this.

    Thank you.

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    Answered by sjpd on May 19, 2015 at 03:20 PM

    Thank you for your reply.  I do now understand better how to set up a user with access to all forms, so they can review and edit responses.  but I'm hoping for more granularity with form level permissions.

    What I am hoping for is something like I had at Adobe FormsCentral, where I can set form level permissions to enable a Contributor to edit and delete responses, but NOT edit the form.

    As I understand it, Jotform currently does not provide this form level permission.  The only way to grant Contributor level permissions is to give the sub-account permission to review ALL forms.

    So my update Feature request is this:

    Allow each form to have three levels of user permisions:

    1.) Co-authors can edit the form, responses, and response table. 

    2.) Contributors can view the form and edit responses.

    3.) Readers can only view the responses.

    I can't allow everyone to read ALL form responses, just so they can flag responses as complete.

    And I am reluctant to give them permission to edit or delete forms that have taken days to create and refine.

    Adobe had an effective, more granular file permissions model.  I wish it could be replicated at Jotform.

     

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    JotForm Support

    Answered by BJoanna on May 19, 2015 at 04:27 PM

    Unfortunately, we do not have this options. You can not set group of users with specific permissions. You need to set sub account for each user individually as my colleagues have already explained. 

    In this guide you have detailed explanation how to set Sub Account User

    Let us know if you have any other questions. 

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    Answered by sjpd on May 19, 2015 at 04:50 PM

    I'm sorry if I'm being a pest.  I think I've failed to make my issue clearly understood.

    I don't want to set up a group of users.  Rather, I want to be able to allow one sub-account user with access to only one form.  But allow them to view AND EDIT submissions.

    Presently, Jotform only allows a sub-account users to either access all forms, and thereby edit submissions, or access individual forms, but then they can only read submissions but not edit them.

    I would like to be able to restrict a sub-account to a single form or set of selected forms, AND enable them to EDIT the submissions.

    As I re-read the user guide you so kindly referenced and linked for me, this "form-level" permission to review and edit responses is not currently possible unless a sub-account user has access to ALL forms.  I don't want these users to be able to edit the form itself, only the responses.

    I'd like to respectfully request that you add this feature request to any user requested features for future consideration.

    For my line of business, it's a big deal to be able to restrict reading and editing submissions among different sub-account users.  

    I could define this level of permissions on Adobe FormsCentral, but now that I'm migrating to Jotform, I've lost this important capability.

     

    Thanks for your time and consideration.

    -Dave Bartholomew

     

     

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    JotForm Support

    Answered by EltonCris on May 19, 2015 at 05:33 PM

    @Dave 

    Thanks for your clarification.

    The "View Submissions" permission actually comes with edit permission. So when you share your form with View Submissions permission, user will be able to view and edit the shared form submissions.

    However, I understand that both are completely two different actions so I went ahead and submitted your idea as a feature request. Once this is implemented, you will be informed here.

    Regards!

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    Answered by sjpd on May 19, 2015 at 06:38 PM

    Thanks!  I could have sworn that several weeks ago when I first began testing, my user with "View Submissions" rights was unable to check the red Flag while viewing submissions and have that action saved.  But I just created a test user and it works as I had hoped.  Users with "View" rights can also "write" and save their changes, while being unable to edit or delete the form itself.

    This is just what I was looking for.

    Thanks so very much,

    -Dave

     

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    JotForm Support

    Answered by EltonCris on May 19, 2015 at 06:41 PM

    @Dave

    Glad that information helps. Cheers! :)