Roles and Permissions

Managing roles and permissions in formsflow.ai ensures that each user has access only to the features and data they need. By defining roles and assigning specific permissions, you maintain security, enforce business policies, and simplify administration.

Introduction

Roles group together a set of permissions that control what users can do in the system. Permissions determine access to form creation, submission, review tasks, dashboards, and administrative functions. Assigning roles to users lets you manage access at scale without configuring individual permissions each time.

Create New Roles

1. Navigate to Manage > Roles.

2. Click Create New Role in the top right corner.

3. In the dialog, enter:

   • Role Name: A clear descriptive name (for example, Designer, Client, or Reviewer).
   • Description: A brief summary of the role’s purpose.
   • Permissions: Toggle on the actions this role can perform.

   

4. Click Create to save the role.

5. To modify permissions later, click the Edit icon beside the role in the table.

Permissions Reference

Permission	Description
Create forms	Allow user to design new forms and save form definitions
Edit forms	Allow user to modify existing form layouts and field settings
Delete forms	Allow user to remove form definitions and associated data
Submit data	Allow user to fill out and submit forms
Claim tasks	Allow user to take ownership of workflow tasks for review
Complete tasks	Allow user to finish and forward tasks to the next step
View dashboards	Allow user to access built in or custom dashboards
View analytics	Allow user to run reports and view analytics pages
Manage users	Allow user to add, edit, or remove user accounts
Manage roles	Allow user to create and update roles and permission sets
Configure settings	Allow user to modify system wide settings and integrations
Generate documents	Allow user to produce PDF or other document outputs
Access audit logs	Allow user to view history of submissions and workflow events

Assign Roles to Users

1. Go to Manage > Users.

2. Locate the user in the list and click Add Role.

3. In the popup, select one or more roles to assign, then click Done.

   

4. To remove a role, click the × next to the role name in the user’s row. Changes apply immediately.

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By following these steps and using the permissions table, administrators can ensure that users have precisely the access they need while maintaining security and compliance.