How do I use Permission Conditions?

Modified on Mon, 19 Feb 2024 at 10:09 AM

Whether you are adding Permissions to a Role or editing existing Permissions, using Conditions will allow you to be very specific when setting access levels for users in your organization. 


Permission Conditions can be added for the following: 


Account Conditions


Adding a Condition to an Account Permission will allow you to give the selected Actions to this Role only for Specific Accounts based on the associated tag values.


First, select the Action(s) you would like to permit with this condition. Then press "+ Condition" to open the condition options for Accounts.


Tag Matches Value


Selecting "Tag Matches Value" will open two new fields to enter the Tag Name and the Tag Value. Each of these is case-sensitive and must match the values exactly in order to be used. 


The Tag Name must be input in CamelCase, meaning the first word is lowercase and any subsequent words will be uppercase and not have any spaces. If you have a Tag Name of "Position Title", it must be input in this field as "positionTitle". If you have a Tag Name of "Department" and a Tag Value of "HR", you will need to ensure that these Tags have been added properly and consistently to the Accounts. The value of "Human Resources" will not be recognized as the same as "HR". 


Tag Does Not Match Value

Selecting "Tag Does Not Match Value" will open the Tag Name and Tag Value fields. This condition will exclude Accounts that have the specified Tag Name and Value in the fields.


Note
Adding Conditions for the Accounts will apply to ALL areas where accounts are accessed including the "Assign To" Action in Submissions.


Form Conditions


Adding a Condition to a Form Permission will allow you to give the selected Actions to this Role only for Specific Forms based on the form title or the associated tag values.


First, select the Action(s) you would like to permit with this condition. Then press "+ Condition" to open the condition options for Forms.


Form is One Of


Selecting "Form Is One Of" will open a new dropdown with a list of all forms in your organization. You can check the box next to one or many form names to add to this condition.

Adding many forms will allow the users with this Role to view their Forms page or perform any selected Action for any form listed in the condition. They will not see the form on their Forms page or be able to perform selected Actions on any form NOT listed in the condition.


Form is Not One Of


Selecting "Form Is Not One Of" will open a new dropdown with a list of all forms in your organization. You can check the box next to one or many form names to add to this condition.

Adding Forms with this condition will exclude these forms on their Forms page and exclude them from being able to perform selected Actions on forms listed in the condition. All unlisted forms will be given the permissions indicated. 


Tag Matches Value


Selecting "Tag Matches Value" will open two new fields to enter the Tag Name and the Tag Value. Each of these is case-sensitive and must match the values exactly in order to be used. 


The Tag Name must be input in CamelCase, meaning the first word is lowercase and any subsequent words will be uppercase and not have any spaces. If you have a Tag Name of "Form Type", it must be input in this field as "formType". If you have a Tag Name of "Department" and a Tag Value of "HR", you will need to ensure that these Tags have been added properly and consistently to the Forms. The value of "Human Resources" will not be recognized as the same as "HR". 


Tag Does Not Match Value


Selecting "Tag Does Not Match Value" will open the Tag Name and Tag Value fields. This condition will exclude Forms that have the specified Tag Name and Value in the fields.


Note
Adding Conditions for the Forms label only applies to the Forms page, not to submissions from those forms.


Packet Conditions


Adding a Condition to a Packet Permission will allow you to give the selected Actions to this Role only for Specific Packets based on the packet template title.


Packet is One Of


Selecting "Packet Is One Of" will open a new dropdown with a list of all packet templates in your organization. You can check the box next to one or many packet template titles to add to this condition.


This will allow users the set permission actions to any of the packet templates listed. 


Packet is Not One Of


Selecting "Packet Is Not One Of" will open a new dropdown with a list of all packet templates in your organization. You can check the box next to one or many packet template titles to add to this condition.


Adding packets with this condition will exclude these packets on their Packets page and exclude them from being able to perform selected Actions on packets listed in the condition. All unlisted packets will be given the permissions indicated. 


Note
Adding Conditions for the Packets label will add all submissions within a packet to the Submissions page. Please ensure the correct permissions within Submissions so as not to unintentionally hide submissions that are applicable to the packets.


Submissions Conditions


Submissions Conditions allow you to get even more granular with the level of access you're allowing for this Role.


First, you can select as many Actions as you would like to use with the Submission condition. Then you can press "+ Condition" to see the condition options for Submissions. 


Default Conditions


Two default conditional permissions will be populated for every new role you create. The first condition allows a user to see any submission they initiated. The second condition allows a user to see their current assignments. It is important that when a user is assigned a submission they can access it to complete their part and move the submission forward in the workflow. If you choose to delete these permissions in this Role, please ensure it is assigned to each user in a different Role.


Assigned to Active Account


This condition will allow users to see only the submissions that are assigned to an active account. If an account is deactivated, the submissions assigned to those accounts will no longer be visible.


Form is One Of


Selecting "Form Is One Of" will open a new dropdown with a list of all forms in your organization. You can check the box next to one or many form names to add to this condition.


Adding many forms will allow the users with this Role to view or perform any selected Actions on the submissions for those forms. They will not see the submissions from the form(s) or be able to perform selected Actions on submissions for forms NOT listed in the condition.


Form is Not One Of


Selecting "Form Is Not One Of" will open a new dropdown with a list of all forms in your organization. You can check the box next to one or many form names to add to this condition.

Adding Forms with this condition will exclude submissions from these forms and exclude users from being able to perform selected Actions on the submissions for forms listed in the condition. All unlisted forms will be given the permissions indicated. 


Note
Both "Form is One Of" and "Form is Not One Of" work well with the above Form Conditions if you want to give users access only to oversee only certain forms in your organization.


Submitted By Active Account


This condition will allow users to see only the submissions submitted by those with an active Droplet account. If an account is deactivated, the submissions from those accounts will no longer be visible. 


Tag Matches Value


Selecting "Tag Matches Value" will open two new fields to enter the Tag Name and the Tag Value. Each of these is case-sensitive and must match the values exactly in order to be used. 


Tags in the Submissions category work differently than the tags within other areas of the platform. These tags are built into the form itself and use the data entered into a submission. Any data within the form can be utilized as a tag. It is a good idea to have consistency with tags across forms as the Submissions pages will display a new column with the tags that have been set up in forms.

The Tag Name will need to be entered in CamelCase, meaning the first word is lowercase and any subsequent words will be uppercase and not have any spaces. A common tag used in forms is schoolOrDepartment to identify the location the submission is pertaining to. The Tag Value will need to exactly match the value within the form. It is a good idea to use a consistent list of options to ensure all submissions across forms are identifiable by the Tag Name and Tag Value.


Tag Does Not Match Value


Selecting "Tag Does Not Match Value" will open the Tag Name and Tag Value fields. This condition will exclude Submissions that have the specified Tag Name and Value in the fields.


Tag In Range


Using the Tag in Range condition allows users to view Submissions only within a specified range. This might be useful if your Superintendent needs to see and take the selected Action(s) on submissions for reimbursements above $10,000 or a dollar amount within a certain range.


Note
Your implementation specialist will need to set up the Tags on your forms so if you are interested in using this condition in your Roles, please let us know.


Dataset Conditions


Conditions for Dataset Permissions allow you to define who has access to the datasets powering your forms. As this can have a direct impact on workflow routing, it is important to be selective when allowing users the ability to Build a dataset or make changes to existing datasets.


Dataset is One Of


Selecting "Dataset Is One Of" will open a new dropdown with a list of all existing datasets in your organization. You can check the box next to one or many dataset titles to add to this condition.


This will allow users the set permission actions to any of the datasets listed. 


Dataset is Not One Of


Selecting "Dataset Is Not One Of" will open a new dropdown with a list of all datasets in your organization. You can check the box next to one or many dataset titles to add to this condition.


Adding datasets with this condition will exclude these datasets on their Datasets page and exclude them from being able to perform selected Actions on packets listed in the condition. All unlisted datasets will be given the permissions indicated. 


Tag Matches Value


Selecting "Tag Matches Value" will open two new fields to enter the Tag Name and the Tag Value. Each of these is case-sensitive and must match the values exactly in order to be used. 


The Tag Name must be input in CamelCase, meaning the first word is lowercase and any subsequent words will be uppercase and not have any spaces. If you have a Tag Name of "Form Type", it must be input in this field as "formType". If you have a Tag Name of "Department" and a Tag Value of "HR", you will need to ensure that these Tags have been added properly and consistently to the Datasets. The value of "Human Resources" will not be recognized as the same as "HR". 


Tag Does Not Match Value


Selecting "Tag Does Not Match Value" will open the Tag Name and Tag Value fields. This condition will exclude datasets that have the specified Tag Name and Value in the fields.

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