How do I set permissions on a role?

Modified on Tue, 17 Sep at 7:41 AM

Permissions define what users can access and what actions they can take within Droplet. By assigning permissions through roles, you control which areas of Droplet each user can view, edit, or manage. This matters because it ensures the right people have the right level of access, protecting sensitive information and the validity of your workflows.

The Roles Tab

The Roles tab is where you will adjust roles and their permissions. To get there, click on Organization in your left-hand navigation menu, and then click the Roles tab.

The Default Role

In Droplet, permissions determine what users can see and do within the platform. Every user starts with the Default role, which means they can:

View Their Own Submissions
Any submission they have initiated can be seen under their My Submissions page

View Their Assignments
If the user is part of any form workflow, any submissions currently assigned to them can be seen under their My Assignments page

In most cases, the Default role shouldn't really be changed, since these two abilities are pretty universal. You can, however, make changes to the Default role to suit your needs, but remember that it will affect all users with this role, so be cautious when making changes.

Steps to Set Permissions for a Role

There are two ways to modify permissions for a role:

Edit an Existing Permission

Add a New Permission

Let's walk through both.

Editing Permissions

Once you've created a new role or opened an existing role in the Role Editor, you'll see the list of current permissions for that role. Each permission has an edit button and a delete button.

To edit an existing permission, click the edit button. Here, you can add and remove actions for this permission. You can also configure conditions on the permission, which narrow a permission's scope.

Adding Permissions

To add a new permission, click the + Permission button at the top of the page.

Select the relevant Label (like Forms, Submissions, or Accounts) to specify what part of Droplet this role can access.

Once you select a Label, you’ll see related Actions you can assign to the Role, like view access or edit permissions. Every Label starts with basic “View” access, giving users the ability to see that section of the Droplet app.

Check out the detailed breakdown of each action below so you’ll know exactly what each one does!

Accounts

View

Allows users to see user accounts in your organization.

Users must have “View” permission to assign or reassign submissions to other users.

Request Password Reset

Enable password resets for users without Single-Sign-On (SSO).

Create

Allows users to add new user accounts.

Update

Lets users edit existing accounts.

Add & Remove Roles

Allows this role to assign roles to users but not edit the roles themselves.

Archive & Unarchive

Lets users archive or restore user accounts.

Forms

Manage access to the Forms page and to individual forms:

Bulk Submit

Upload spreadsheets of data to create bulk submissions (for select forms).

Update

Edit form details like title, description, tags, and tag color.

Archive & Unarchive

Archive or restore forms.

Build

Access the form builder to edit or create new forms.

All

Includes all current and future Forms actions.

If you don’t add the Forms label, users assigned this role won’t be able to see any forms in Droplet and must access forms from their direct link instead.

Submissions

Control who can view, edit, and manage submissions:

Download

Download submission data as PDFs.

Export

Export submissions to various formats.

View Activity Log

See the activity history of a submission.
? Very useful ability for troubleshooting!

Assign To

Assign submissions to users.

Archive & Unarchive

Archive or restore submissions.

All

Includes all current and future Submissions actions.

Without a Submissions permission, users won’t be able to see any submissions at all — even those they’ve initiated or that are assigned to them!

Insights

Provides view access to your organization’s form statistics:

View

See form insights and metrics.

All

Includes all current and future Insights actions.

Organization

Gives users access to organization settings, including SSO, SFTP backups, and other organizational data:

Update Login

Allows changes to your Single-Sign-On (SSO) settings.

All

Includes all current and future Organization actions.

Packets

Packets allow you to group multiple forms together. Your Droplet plan may or may not include Packets. Check with your platform administrator or Droplet Support if you are unsure. If you'd like users to manage or view packet progress, use these permissions:

View

See packet progress.

Manage Template

Create and edit packet templates.

Create

Start a new packet from an existing template.

Archive & Unarchive

Archive or restore packets.

All

Includes all current and future Packets actions.

Saving Permissions

Once you’ve finished adding or editing permissions for the role:

Click Add Permission.

Then, hit Save Role in the bottom left corner to apply your changes.