Role-based access control allows you to control which elements of your form you would like to be visible or hidden from certain teams
What is Role-based access control?
Role-based access control allows you to define precisely which elements of your form are visible or hidden for users based on their assigned teams. This ensures that each user only accesses the fields or sections relevant to their responsibilities, streamlining the user experience. With this capability, you can tailor forms to display or restrict specific fields/ sections, reducing information overload for different user groups.
Take note
- You can enable role-based access control if you are an "owner" or "admin" of the organisation.
- Conditional rules for role-based access control cannot be " tested" accurately when previewing the form.
- The team-based conditional rule is case and format-sensitive. Any errors will lead to failure in the rule being applied accurately
- Use of this feature is generally applicable if the form created will be filled in by multiple different teams and different stages within the workflow.
Implement role-based access control
Step 1: Sign in to the Capptions Direct web portal
Sign in to your Capptions Direct account using the link
Step 2: Select an organization
Click on the drop-down arrow in the screen's top left-hand corner. From there, select your organization.
Step 3: Click on Teams
Step 4: Create your Teams
The team name will be used in formulating the conditional rule within the form template.
Step 5: Click on Forms
Step 6: Create a Form template or edit an existing one
Click on +Form to create a new form or the Edit button to edit an existing one.
Step 7: Create " Team" KPI
The KPI will be used to define the conditional rule. Be sure to configure the KPI exactly as outlined below, considering the formatting as well.
7.1 Click Formulas & KPI
7.2 Under Formula, click "+"
7.4 Add result name e.g, teamname
7.5 Add expression e.g, $TEAM_NAME.
Step 8: Add a conditional rule to a field
Navigate to the section where you would like to apply the conditional rule
8.1 Select field
8.2 Click " Add Condition"
8.3 Add rule:
8.3.1 Select the KPI configured above in step (7.1)
8.3.2 Choose an appropriate operator
8.3.3 Enter the exact team name to which the condition should apply. Please note: the condition is case and format-sensitive, so ensure the team name matches exactly as it was created.
8.3.4 Click " Save"
Step 9: Add visibility rule
- Hide: By hiding the field, this means that when the team completeing the form does not meet the conditional rule, the field will be hidden from them
- Disable: By disabling the field, it will be greyed out and visible to the team that does not meet the conditional rule, and they will not be able to answer the question. If there is a response made by a different user in another team, the response will be visible.
Step 10: Publish form
Once the form is built to completion, publish it. The form's conditional rules cannot be accurately previewed at this step.
Step 11: Add the form to a workflow or upgrade an existing workflow
And that's how easy it is!
We hope this article helps implement role-based access control. If you have any questions or concerns, please do not hesitate to contact our customer support team at support@capptionsdirect.com.
Thank you for choosing Capptions Direct as your EHS Management Software. We look forward to helping you make your workplace safer and more efficient!