How do I set new Permissions on a Role?

Modified on Mon, 26 Feb 2024 at 10:52 AM

All users within Droplet will need explicit Permission through a Role to be able to access and take action on any area within Droplet. 


There are two ways you can set Permissions on a Role. You can either edit an existing Permission, or you can add a new Permission.


When you have the Role editor menu open (which means you have created a new Role or you have begun editing an existing Role), you will see any existing or default Permissions for that Role on the right side of the screen as well as a "+ Permission" button at the top. 


There is a wide range of Permissions that can be customized to give or limit access to any part of the Droplet Application and your organization. 


Adding a Permission


If you would like to create an additional Permission to a section of Droplet, you can use the "+ Permission" button at the top to add a new Permission to this Role.


The first thing you will need to do is Select a Permission to add in the Label position. This Label will display to the left of the Permission row and represent the different sections of the Droplet Application that you can set permissions on. The options are


Depending on which Label you choose, you will see related Actions you can give to this Role such as view access or edit rights. Adding any Label will start with a "View" base that gives users with the Role you are creating the ability to see that section of the Droplet Application.


Accounts

 

The Accounts Permissions at minimum give this Role view-only access to the User Accounts in your organization. This means they will be able to navigate to the Organization section and see all users and their Roles. 


If you want the Role you're creating or editing to have more access to Accounts, you can add as many Actions from the dropdown list as you would like by checking the boxes.

  • Request Password Reset will allow the Role to help a user reset their password (this option is only available for accounts without SSO, or Single-Sign On).
  • Create will allow this Role to add new users to your Droplet account.
  • Update will allow this Role to make edits to existing users.
  • Add & Remove Roles will allow this Role to change the Roles assigned to users. This does not give them the ability to edit Roles and associated Permissions or create New Roles.
  • Archive & Restore will allow this Role to archive users that no longer need access to Droplet or Restore users who have been previously archived.
  • Add & Remove Tags will allow this Role to add tags to users or remove tags from users.
  • All will add all of the existing Actions to this Role as well as any future Actions that may be added to the Account section.  


Not adding any Permissions with the Account label will restrict users with only this Role to not having any level of access to Accounts or Roles. 


For Users who Assign or Reassign Submissions
If your users need to assign or reassign Submissions using the list of users in your organization, they will need "View" Permissions for Accounts at a minimum.


Backups


Backups are an organizational feature that allows organizations to store their Droplet data elsewhere with regularly scheduled backups. This is a feature that takes some setup, so please reach out if this is something you want us to turn on on your account.

  

If you do have Backups turned on, and you would like one of your Roles to manage it, you can add the Backups label to create a Permission for it. The lowest level of Permissions is view-only but if you would like your Role to be able to edit your Backup settings, you can add Update as an Action. If you would like this Role to have access to any future Actions that may be added to the Backups section, you can select All


Not adding any Permissions with the Backups label will restrict users with only this Role to not having any level of access to Backups.


Forms


The Forms page is one you are probably quite familiar with already. If you would like to use Roles to filter the forms your users see displayed on the Forms page, you can add Forms as a Permission label. If you want to restrict access to the Forms page altogether, don't add a Forms label to the Roles assigned to the users you want to be restricted.


Available Actions to add for Forms are:

  • Bulk Submit allows this Role to upload spreadsheets of data to a form and in effect create bulk submissions. This feature is only available on some forms and has specific requirements for use. Please contact us if you would like to use this feature.  
  • Update gives this Role the ability to edit the Title, Description, Tags, and Tag color on your organization's forms. 
  • Archive & Restore allows this Role to archive forms that are no longer needed and restore any forms that were previously archived. 
  • Add & Remove Tags allows this Role to add tags to forms and remove rags from forms.
  • Build gives this Role permission to edit the forms on your account via the visual or code builder. Please contact us to enable this Permission. 
  • All will add all of the existing Actions to this Role as well as any future Actions that may be added to the Forms section.  


The Permissions for Forms allow you to add conditionals to adjust exactly which forms users with this Role can see and edit. 



Insights


The Insights page shows your Organization's Droplet Form statistics. 


The current Permissions available for Insights is to give view-only access. If you are interested in making sure users with this Role have access to any future Insights Permissions, you can check All





Organizations


Adding the Organization label will give users with this Role view only access to your Single-Sign On (SSO) information as well as general information that you've added to Droplet for your organization.

  • Update Login gives this Role the ability to edit and change your Single-Sign On process for your whole organization. 
  • Update Info currently this Action doesn't allow users with this Role to do anything but, soon, it will allow this Role to edit basic organizational information. If you want this Role to have this permission when it is released, you can add the Update Info Action. 
  • All will add all of the existing Actions to this Role as well as any future Actions that may be added to the Organization section.  



Packets


Packets are a powerful part of the Droplet platform that allow an organization to share and track multiple forms assigned to one user. If you would like to use Roles to filter the forms your users see displayed on the Packets page, you can add Packets as a Permission label. If you want to restrict access to the Packets page altogether, don't add a Packets  label to the Roles assigned to the users you want to be restricted.


Available Actions to add for Packets are:

  • View allows this Role to view packets and their current progress. 
  • Manage Template gives this Role the ability to edit and create packet templates.
  • Archive & Restore allows this Role to archive packets that are no longer needed and restore any packets that were previously archived. 
  • Create allows this Role the ability to start new packets (assign a previously created template). 
  • All will add all of the existing Actions to this Role as well as any future Actions that may be added to the Forms section.  


The Permissions for Packets allow you to add conditionals to adjust exactly which Packets users with this Role can see and edit.


Roles


If you would like the Role you are creating or editing to have the ability to create or edit Roles themselves, you can add the Roles label with Actions. Adding just the Roles Permission will give users with this Role view-only access to see existing Roles on your account without being able to edit them. Without this Permission added to a user's Role(s), they will not see the Roles tab when they navigate to Organization.

  • Create allows users with this Role to create new Roles for your organization. They would not be able to edit existing Roles unless they have the Update Permission.  
  • Update adding this permission allows this Role to update any existing Role but they would need to have "Create" as a permission to make any new Roles. 
  • Archive & Restore allows this Role to archive any Roles that are no longer needed in your Organization and to restore any archived Roles that you would like to use again.
  • All will add all of the existing Actions to this Role as well as any future Actions that may be added to the Roles section.  
Archiving Assigned Roles
Archiving a Role will remove it from any user that is currently assigned that Role. 


Submissions


There are robust Permissions correlating to Submission Actions that allow you to create many different access levels for submissions.  


If you do not add a Submissions label and remove the default Submissions Permissions, users with only this Role will not be able to see ANY submissions when they log into Droplet. This includes the submissions currently assigned to them and submissions they initiated. 


If you add the Submissions label without any conditions or permissions, users with this Role will be able to view All submissions in your organization. Adding Conditions on your Submissions Permissions will adjust the view your users have to be very broad or very specific.  



Tags


Tags can be used to help your organization sort and filter the many forms and users that are a part of Droplet. 

Available Actions to add for Tags are:

  • View allows this Role to view tags that are already assigned to your forms or accounts. 
  • Update gives this Role the ability to adjust currently assigned tags and add them to new forms.
  • Create allows this Role to create new tags to be used with your organization forms or accounts. 
  • Archive & Restore allows this Role to archive any Tags that are no longer needed in your Organization and to restore any archived Tags that you would like to use again. 
  • All will add all of the existing Actions to this Role as well as any future Actions that may be added to the Tags section.  


Many Permission conditionals rely on the Tags utilized in your Organization. Setting up your Tags can really be helpful in organizing and managing many areas in the Droplet Platform.



Datasets


Datasets allow for stored data to be referenced in forms. Access to certain Datasets Permissions can give you the ability to update that data as it changes, which will reflect the up-to-date information automatically in your forms.


Available Actions to add for Datasets are:

  • View allows this Role to view tags that are already assigned to your forms or accounts. 
  • Add & Remove Tags allows this Role to add and remove tags on datasets.
  • Update allows this Role to Update the title and description of datasets.
  • Build allows this Role to edit existing datasets or create new datasets.
  • Archive & Restore allows this Role to archive datasets or restore archived datasets.
  • All allows this Role access to all existing Actions as well as any future Actions that may be added to the Datasets section.


The Permissions for Datasets allow you to add conditionals to adjust exactly which datasets users with this Role can see and edit.


Add Permission


When you are finished editing the Permission to fit your needs, you can press the "Add Permission" button to add it to your Role. 


If you are finished adding or editing all Permissions, press "Save Role" in the bottom left corner of the page. 


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