Restricted Access is a simple, yet effective form permission control that allows users to fill out a form instance and restrict access to it. This will enable basic submittal management where multiple, unrelated subs could be submitting the same form without seeing each other’s work. Restricted forms are only visible to the creator, primary assignee (Assigned to field) and secondary assignees (Multi assign field).

At the bottom of all forms, there is a button that allows the creator or the reviewer to restrict access to creator and assignees. By checking the box, these form instances will only be visible to the creator as well as any user that the form instance has been specifically shared with and/or assigned to. For the user(s) that have visibility to these form instances, they will display to them in their list of forms just like any other form instance. For those users without access, these forms will not be visible.

New Workflow 

Previously, the option to restrict access to a form was displayed at the bottom of every form in SYNCHRO Control but was defined in the forms designer. 

Now this option needs to be added as a checkbox control in the form designer for it to display on your forms.  This allows the project administrator(s) to determine whether to display the option or not on a per form basis.

Important: Any Form definition that does not have this option defined in the forms designer by will no longer see it on your older forms which do not have it defined in the form definition.  

Restrict access on Custom Form

Who can see the form instance if Restrict access to creator and assignees is selected?

• The Creator of the form instance.
• Any user or role listed as the primary assignee using the user list component with the binding Assigned to.
  
  
  
• Any user(s) or role(s) listed as the secondary assignee using the multi assign component with the binding Assigned users.
  
  
  

Who sees the form instance if my form does not have the multi assign component enabled?

• The Creator of the form instance.
• Any user or role listed as the primary assignee using the user list component with the binding Assigned to.
  
  

What can users without access to a form instance see?

By default, the grid hides all form instances to which the user does not have access. Under the filters, the user can show restricted form instances, which shows limited information about each instance:

• Form instance ID
• Name of creator
• Creation date

Note: This can be helpful in case administrators need to track down form instances to which they believe they should have access, while at the same time it does not reveal any sensitive information. When a user enables Show restricted forms, all restricted information will show as [Hidden] in the grid.

Does this override form permissions set for the project?

Restricting access to a form instance will further restrict access but will not grant additional permissions that are not allowed as per the project settings.

• If a user/role has permissions to view Deficiency forms and they are not named in the Assigned to or Assigned users bindings on DEF-00002, they will not see DEF-00002
  
  
• If a user/role does not have permissions to view Deficiency forms and they are named in the Assigned to or Assigned users bindings on DEF-00002, they will not see DEF-00002
  
  
• If a user/role has permissions to view Deficiency forms and they are named in the Assigned to or Assigned users bindings on DEF-00002, they will see DEF-00002
  
  
  

During a re-assignment, will the previously assigned user/role lose access?

Yes, if a user/role was assigned and a re-assignment is needed, they should be added to the secondary assignee list using the multi-assign component. If a user/role is removed as the primary assignee and is not added to the secondary assignee, they will lose access to the form instance.

Note: This also applies to any automated re-assignment that has been configured in the workflow settings for the form definition.

If the box is unchecked, what happens with the permission?

Once the Restrict access to creator and assignees is unchecked, the form instance permissions go back to being controlled by the project-level permissions. That means that any user with the permission to view forms of that definition will see the form instance, regardless of whether they are listed as the primary or secondary assignees.