Restricting Forms and Submissions to Specific Users

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:

Open

Granting Access to a Restricted Form

To grant access, perform the following steps:

1. Navigate to the User Role screen for a specific external user

2. Click the Add/Remove Forms tab

3. Check the box next to the form(s) requiring restricted access that you wish to grant access

4. 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.

Open

Pending Access to a Restricted Form

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

Specific schedules or draft submissions can be assigned to an external user. An examples of when this would be useful when 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.

Access can only be granted by an external user with site administrator role.

To grant permissions to a specific submission or schedule:

1. Navigate to the Submissions List for the site. The Assign Users to Submissions button will appear:
   
   

   
   If the button does not appear, you do not have rights to assign users to submissions. If the button appears but is disabled, you have rights, but there are no other active viewers on the site to which submissions can be assigned.

2. Click the Assign Users to Submission button. Checkboxes will now appear next to each submission that can be assigned. After checking the boxes next to the submission to assign, an Authorization Queue panel will open.

3. Select the users to assign or unassign to the selected submission(s) and click Save.

4. Click Exist Assignment Mode when done.

5. The Submissions List will now display an Assigned Users column with an icon indicating one or more people have been granted rights to the submission. Hovering over the icon will display the list of assigned users.