Manage Forms permissions

Control who can manage forms in settings and who can complete forms on work orders.

Forms permissions are usually split into management and daily use.

That lets you decide who builds forms and who only completes them.

Two permission layers

Form management

Use these permissions for administrators and key users who create, edit, or delete forms in the BackOffice.

Form usage

Use these permissions for employees and office users who open and complete forms on work orders.

Visibility also depends on setup

Whether a user sees a form can also depend on:

• the work type linked to the form
• the user role or department
• how the work order is configured

1

Open User Management

Go to Settings → User Management.

2

Open the user or role

Select the account or role you want to update.

3

Set the right access

Enable the permissions that match the user’s work.

Keep form management permissions limited to administrators and key users.

4

Save and test

Save the changes.

Then test with a non-administrator account if needed.

Good permission practices

• separate management from daily use
• test with a real user role
• check work type links when forms seem to be missing

FAQ

Can an employee complete forms without being able to manage them?

Yes.

That is the standard setup for field employees.

Why can a user not see a form?

Check permissions, work type links, and whether the form is linked to the work order.

Does removing access delete old form data?

No.

Historic form results stay part of the work order record.

Related topics

• Create a form
• Link forms to work orders
• Roles and permissions