Availability
Overview
A custom form has two sides to it. One is the front-end, i.e. what an end user, regular Birdview user or guest, see when they click a button to add a record. The other is the back-end, i.e. where all the configuring and editing of the form is done. The back-end side can be accessed by selected users only. There are three types of users who can access a custom form, either from the front end only or both.
In this article
- Full or role-restricted Birdview users,
- Guest users,
- Anonymous users.
Since every custom form belongs to a space, the users, except for anonymous ones, must be members of the same space.
In the case of a regular or role-restricted user, before it can use the form (add records, or edit the form itself) it must be added to the form users. One exception is regular users with the "Manage all custom forms" permission, who can access any form (within the space the user is a member of).
Adding a custom form user
Custom form users are included in the Specify who can use this custom form section.
To add a user:
- Click Add users or teams.
- Click a user or team on the list.
Editing custom form user permissions
Every user added to the form has a set of permissions regarding actions associated with the form, e.g. to only add records, or edit the form, too. The permissions are presented in the table:
Permission | Comments |
---|---|
Custom form | |
Manage this custom form and its records | Full control of the form. |
Records | |
Add records | Allows the user to submit records via the form. |
View all records | Allows the user to access the list of records submitted via the form. |
Edit and handle records | Allows the user to edit records and convert them if conversion rules are set. |
Notifications | |
Send notification when new record is submitted | Allows the user to receive notifications when a new record is submitted via the form. |
To edit a user's permissions:
- Click for the user.
- Edit permissions.
- Click Apply when done.
- Click Save changes of the form for the changes to be saved.
Warning
Even if you have the "Manage all custom forms" global permission, to avoid locking yourself out of the form, make sure to have the "Manage this custom form and its records" permission because custom form permissions override the global permission.
Guest users
To grant guests access to the form:
- Select "Allow guest users of the space to access the form" in the Permissions section.
- Click Save changes.