How do I set permissions on a role?

Created by Nick Duell, Modified on Tue, 17 Sep at 7:41 AM by Nick Duell

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

1

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

2

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

3

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:

1

Click Add Permission.

2

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

Was this article helpful?

That’s Great!

Thank you for your feedback

Sorry! We couldn't be helpful

Thank you for your feedback

Let us know how can we improve this article!

Select at least one of the reasons
CAPTCHA verification is required.

Feedback sent

We appreciate your effort and will try to fix the article