the website to create and
manage your online forms
Would you like others, such as your colleagues or clients, to be able to access your Formdesk account providing them the option to create/edit forms or view (a part of) the response? Then the User management feature might be interesting for you. This feature enables the account holder to create users and grant them limited access to their account.
User management is an additional feature.
This means that it can be
in addition to
, while it’s already included in all
If this feature is not included in your subscription, then it can still be evaluated. The supervisor can add one extra user.
If you still have a trial account and you wish to take full advantage of this feature, we’d be happy to activate the feature in advance. You can request activation using the “Help request” button on the bottom right of the screen from within your Formdesk account.
This document discusses the following:
Granting permissions to a form
The Formdesk account holder (also known as supervisor) and the owner of a form are the only users that can create new users.
To do this, use the "Users" button on the forms overview screen. This will open a new window as illustrated on the right.
The supervisor may allow users to create new forms or to modify their personal data.
The owner of the Formdesk account. The supervisor is always able to grant and remove permissions of any user of any form.
The supervisor is not listed in the user management section. The supervisor was created when the account was created. The supervisor details can be found at the account details (accessible through a button at the bottom of the forms summary).
Form owners are users who created a form or have been assigned as the owner of a form by the supervisor. They are able to grant and remove permissions on the forms they own.
Every other user is able to perform the tasks according to the permissions given by the supervisor or the owner of the form. They can never be allowed to create new users or to change user permissions.
A user can be form owner of one form and have limited rights on another form at the same time.
The forms overview shows only the forms to which the users have been given permission.
Granting permissions to a form
To grant permission to a form, click the icon next to the form on the forms summary screen and select "Edit user permissions". This will open a new window, as illustrated on the right.
The owner of the form will be able to create new users this way but, other than the supervisor, will not be able to grant a user permission to create new forms.
By applying a pre-set filter to a user, you can limit the results that the user may view. If a limited number of columns is specified for the filter -meaning that the user will not see the answers to certain questions- it is not possible for that user to view a completed form because then all answers would be shown. If the limitation is merely for the purpose of displaying a more compact results list and you want your user to be able to view completed forms, then just check the box for 'Open completed forms'. Note that a user can only edit a completed form if it may open a completed form.
A user can only login to your account using your Formdesk domain. The direct URL is based on the following: www.formdesk.com/your_Formdesk_folder_name.
This name was registered when the account was created and can be viewed by clicking the "Edit account details" button on the forms summary screen.
You can provide your form with a 'Users list' from which the visitor of your form can choose a user. This is typically useful when
are used for which the email message must be sent to the manager of the applicant. The manager will then not only receive the workflow message but will also be able to review and supplement the form from within the results overview.
Anyone who has permission to change a form is also able to view its result entries, for instance, by using the "Publish results" option.
If at least one form is assigned to a user by the supervisor, therefore making him the form owner, then a new column will appear on the forms summary screen, which displays the owner for each form.
If a user has permission to a single form only and only to the results of that form, Formdesk will automatically redirect to the Result Summary on login.