nVIRO offers different options for limiting access to a specific form or submission. This article describes the options available and how they are configured.
Option 1: Setting Form External User Security Level
Forms can be configured to restrict access to internal or external users using the “Form External User Security Level” setting. This setting is configured on the Form Details screen and can be configured by a forms administrator.
Options include:
Internal - Submissions based on this form can only be begin by an internal (agency) user. External users will not see any submissions based on this form. This is often used for agency-initiated actions.
View - Submissions based on this form can only be begin by an internal (agency) user. External users can view submissions based on this form, but will not be able to begin new submissions for this form and will not be allowed to revise submitted forms.
Edit - External Users can create and edit submissions. This is the most common setting. Submissions can be created by internal and/or external users.
Restricted - External users with explicit permissions can create and edit submissions. See section below for more information.
Granting Access to Restricted Forms
If a form has been set to Restricted, the form must be explicitly granted to specific external users on a case-by-case basis. Granting of access is performed on the User Role screen. If one or more forms have been configured for Restricted access, an area appears at the bottom of the screen allowing for assigning rights to begin submissions of that form type:
To grant access, perform the following steps:
Navigate to the User Role screen for a specific external user
Click the Add/Remove Forms tab
Check the box next to the form(s) requiring restricted access that you wish to grant access
Click Save
The status of the access request is set to Pending by default. The selected form(s) will now appear on the Approve Forms tab.
Access to the form can only be approved or denied by an internal user. In addition, the internal user can grant certifier rights to the form, allowing the user to sign and submit forms that have been configured to require an electronic signature.
Option 2: Granting access to specific schedules or draft submissions to an External User
It is also possible to assign specific instances of a schedule or draft submission to an external user. This could be used in a situation where an external user, such as a contractor, is only responsible for completing a specific submission and should be prevented from creating or modifying any other submission on a site.
This option requires that the external user is assigned the Viewer role on the selected site. The Viewer role prevents the user from creating or modifying any submission. The external user is then granted access to specific submissions.