Document Level Permissions

What are conditional permissions?

Conditional permissions give users access to documents based on values selected on the form. Users will only have access to these documents within the document list.

What will users have access to with conditional permissions?

• Users that are given access to a document with conditional permissions will be able to see those records if they have access to the document list.
• Users will be able to see the workflow tracker for a document at any stage
• Users that are given access to a document will have access to all the fields in the document (including office use only fields).

What settings will be affected by conditional permissions?

• Show save drafts in Document List
• If you want to be able to grant users access to draft records then be sure to enable this setting before creating your app
• Office Use Only fields
• Users that are granted access to documents through conditional permissions will be able to access all Office Use Only fields on their records
• Access the document list (new permission in App Permissions)
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• Users need to able to access the document list in order to access records they have been given permission to.
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How do I access the conditional permissions?

• Access the Form Settings on a form
• Scroll to the bottom and select Edit Conditional Permissions

How do I configure a groups lookup conditional permission?

• Add a data lookup to your form and point it to a blueprint
• Access the Conditional Permissions
• Select Add Condition
• Select Person(s) in a role of a selected group
• Select the groups lookup you created in Choose a Group Field
• Select the role from that group that you would like to give permission to on the form
• Choose what kind of access they should have (viewer, editor)
• Choose when in the process they should have access to the document (Workflow, Completed, Draft)
• Select Save
• The permission you created will appear in the list

How do I configure a user lookup conditional permission?

• Add a data lookup on your form that points to Users
• Access the Conditional Permissions
• Select Add Condition
• Select A person specified on the form
• Select the user lookup in the Choose a Person Field
• Select the role from that group that you would like to give permission to on the form
• Choose what kind of access they should have (viewer, editor)
• Choose when in the process they should have access to the document (Workflow, Completed, Draft)
• Select Save
• The permission you created will appear in the list

How do I configure my app so users can access the records they have permission to?

If you want users to be able to access the records they have permission to in the document list select the Access the Document list permission in App Permissions. If this permission is enabled, users will be able to access the document list to see all records that have permission to.

How many conditional permissions can I create for a form?

Each form can have ten conditional permissions configured.

Why is 'draft' not appearing as an option for my conditional permissions?

The ability to give users access to a draft will only work if your app allows for drafts to appear in the document list. This is a setting that is configured at first publish.

Originally published on Nov 30, 2023