User Roles and Access Levels

nFORM provides a flexible role-based access control system to ensure that users have the appropriate permissions to perform their tasks while safeguarding sensitive information. User roles determine the specific actions and areas of the system a user can access. When a user registers themselves through nFORM, they are automatically assigned the Self-Registered User role. Additionally, various roles can be assigned to users during account creation or later by an administrator, depending on their responsibilities and the level of access required within the organization.

Administrator (Admin):

• Description: Full control over all system functions.

• Scope: Global

• Permissions:

  • Manage user accounts

  • Design and publish forms

  • Process payments

  • View all reports

  • Administer merchant accounts

  • Manage templates

  • Manage users

  • Manage organizations

  • Publish organizations

  • Form Selection and Submission Wizard

  • Browse Organizations and Forms

  • Browse Internal Organizations and Forms

  • View, Print and Download Submission

  • Edit Draft Submission

  • Delete Draft Submission

  • Revise Submission

  • Process Submissions

  • View Payment Transaction Report

  • Design Forms

  • Publish Forms

  • Manage Merchant Acct

  • Manage Template

  • Manage Users

  • Upload User ESA

  • Manage Organizations

  • Maintain Organization status

User Account Administrator (UAA):

• Description: Manages user accounts and access-related settings.

• Scope: Organization Specific

• Permissions:

  • Change account status (Active, Pending, Inactive)

  • Unlock accounts

  • Reset passwords

  • Resend confirmation emails

  • Security question reset

Common Template Designer (CTD):

• Description: Creates and manages form templates for organizational use.

• Scope: Global

• Permissions:

  • Can maintain common section

Payment Account Administrator (PAA):

• Description: Manages payment accounts and settings.

• Scope: Global

• Permissions:

  • Configure payment gateways

  • View forms

Confidential Attachment Viewer (CAV):

• Description: Views confidential attachments as needed.

• Scope: Organization Specific

• Permissions:

  • View confidential attachments

• Important Notes: This role functions best when paired with processor rights.

Form Designer (FD):

• Description: Designs and creates forms.

• Scope: Organization Specific

• Permissions:

  • Design and create forms (fields, logic, layout)

  • Prepare a form for publishing

Form Publisher (FP):

• Description: Publishes forms for user completion and submission.

• Scope: Organization Specific

• Permissions:

  • Publish forms for user completion and submission

Internal Form Viewer (IFV):

• Description: Views forms internally within the organization.

• Scope: Organization Specific

• Permissions:

  • View forms within the Organization

  • View, Print and Download Submission

  • Submit forms

Internal Organization Viewer (IOV):

• Description: Views organizational information.

• Scope: Organization Specific

• Permissions:

  • Browse Internal Organizations and Forms

Organization Manager (OM):

• Description: Manages organization settings and information.

• Scope: Organization Specific

• Permissions:

  • Manage organization settings and information

  • Update contact details

  • Customize branding

  • Manage Organizations

  • Assign Organization Roles to Users

  • Manage workgroups

Payment Processor (PP):

• Description: Processes payments from form submissions.

• Scope: Organization Specific

• Permissions:

  • Process payments from form submissions

  • Configure and run payment reports

Payment Report Viewer (PRV):

• Description: Views reports on payment activity.

• Scope: Organization Specific

• Permissions:

  • View Payment Transaction Report

Submission Processor (SP):

• Description: Processes form submissions.

• Scope: Organization Specific

• Permissions:

  • Process form submissions (reviewing, approving, rejecting)

Submission Viewer (SV):

• Description: Views form submissions.

• Scope: Organization Specific

• Permissions:

  • View form submissions (user-entered data)

Electronic Signatory (ES):

• Description: Electronically signs forms.

• Scope: Organization Specific

• Permissions:

  • Electronically sign forms

  • CROMERR Signing

Verified User (VU):

• Description: User identity has been verified.

• Scope: Organization Specific

• Permissions:

  • Verified identity (email/phone verification)

Authorized Submitter (AS):

• Description: Authorized to submit forms.

• Scope: Organization Specific

• Permissions:

  • Authorized to submit forms

Self-Registered User (SRU):

• Description: Self-registered account.

• Scope: Organization Specific

• Permissions:

  • Self-registered account

Guest User (GU):

• Description: Unregistered or not logged in.

• Scope: Organization Specific

• Permissions:

  • View guest enabled forms

Submission - Viewer:

• Description: Views submissions.

• Scope: Organization Specific

• Permissions:

  • View submissions

Submission - Editor:

• Description: Edits submissions.

• Scope: Organization Specific

• Permissions:

  • Edit submissions

  • Submit forms

  • Invite other users to contribute on submission

Submission - Contributor:

• Description: Contributes to submissions.

• Scope: Organization Specific

• Permissions:

  • Contribute to submissions

• Important notes:

  • Not able to submit forms

  • Cannot invite users to contribute

Submission - Signer:

• Description: Signs submissions.

• Scope: Organization Specific

• Permissions:

  • Sign submissions

• Important Notes:

  • This role is given to users via data injection or self selected during the signing process of the form.