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  • Formsort documentation
  • โฉQuickstart
    • ๐ŸŸขGet started with Formsort
    • ๐ŸŽCore concepts
    • โ„น๏ธQuestion and content reference
    • ๐Ÿ“•Key terms
    • ๐Ÿž๏ธCreate your first flow
    • ๐Ÿ“–Add content and collect answers
      • ๐ŸคณCapture demographic data
      • โ„น๏ธAdd informational content
      • ๐Ÿ” Review your variable schema
    • ๐ŸŽจCreate a theme
      • Set brand guidelines
    • ๐ŸคนPersonalize your flow
      • ๐ŸŒŸTemplate your variables
      • ๐Ÿง Add conditional logic
      • ๐Ÿ’ซUsing conditional logic with Calculated and API variables
      • ๐Ÿ”šEnd the flow
    • ๐Ÿ”€Set up integrations
    • ๐Ÿš€Go live
      • Auditing your flow for content, functionality, and design
    • ๐Ÿ’ผCommon use cases
      • ๐Ÿ’”Disqualify responders
      • ๐Ÿ—“๏ธAdd a scheduling option
      • ๐Ÿ“„Allow responders to read and accept your company policies
  • ๐Ÿ—๏ธBuilding flows
    • Flows and variants
      • Flow starts
    • Adding content
      • Groups
      • Steps
        • Settings
        • Logic
        • Style
      • Questions
        • General Settings
        • Style
        • Address
        • Comparison
        • Confirmation
        • Date
        • Date & Time
        • Email address
        • File upload
        • Grid choice
        • Iframe
        • Image upload
        • Number
        • Payment
        • Phone number
        • Postal code
        • Question group
        • Region
        • Select
          • Providing choices via API or calculation
        • Signature
        • SSN
        • Text questions
        • Yes/No
      • Content
        • General Settings
        • Statement
        • Image
        • Video
        • Next button
        • Divider
        • Map
      • Endings
      • Using markdown
      • Using variable templating
        • Template formatting functions
      • Copy-pasting form content
      • Content library
    • Conditions and logic
      • Logical operator reference
      • Advanced logic
    • Variables (answers)
      • Variables from questions
      • Externally provided variables
      • Calculated variables
      • API lookups
      • System Library variables
      • Orphaned variables
    • Schemas
      • JSON Schemas
      • Validating flow schemas
    • Redirects
    • Styling and themes
      • CSS Reference
      • Overriding theme styling
      • Custom CSS overrides
      • Content area
      • Animations and transitions
      • Form Layout
      • Typography
        • Adobe Fonts
        • Hosting custom fonts
      • Color variables
      • Dimension variables
      • Question containers
      • Assets
      • Form Buttons
        • Select buttons
      • Inputs and dropdowns
      • Checkmarks
      • Tables
      • Sliders
      • Divider lines
      • Progress bar
      • Comparison cards
    • Variant settings
      • Form behavior for returning responders
      • Group ranking API
    • Publishing and versions
      • Preview window
      • Deploying
      • History
  • ๐Ÿ’พHandling data
    • Philosophy and data retention policy
    • Viewing form answers
    • Responder UUIDs
    • Environments
      • Loading different environments
    • Passing data in
      • URL parameters
      • POST body
      • Embed query parameters
    • Custom validators
    • Form answers and events
      • Analytics events
      • Signed requests
      • Event payload shape
      • Submission frequencies
      • Runtime error reporting
      • Admin API
      • Flow content data format
    • Integration reference
      • Amplitude
        • Amplitude cross domain tracking
      • BigQuery
      • FullStory
      • Google Analytics
        • Updating from Universal Analytics to GA4
      • Google Cloud Storage
      • Google Sheets
      • Google Tag Manager (GTM)
        • JavaScript triggered by flow events
      • Hubspot
      • Jornaya
      • Optimizely
      • PostgreSQL
      • Redshift
      • Rudderstack
      • S3
      • Salesforce
      • Segment
        • Segment Setup
        • Segment cross domain tracking
      • Stripe
      • TrustedForm
      • Webhooks
        • Zapier
  • ๐Ÿ“บGoing live
    • Custom domains
    • Built-in analytics
    • Embedding
      • Web-Embed API
        • React-embed
      • Adding authentication
      • Embedding forms in iOS and Android
      • Setting up a dev environment
    • Split testing
    • Preflight checklist
  • ๐ŸขTeams
    • Accounts
      • Roles and permissions
    • Events subscriptions
    • Workspace domain detection
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On this page
  • Role Organization
  • Adding roles and permissions
  • Managing response access with user groups and access policies
  • User groups
  • Access policies

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  1. Teams
  2. Accounts

Roles and permissions

Formsort accounts are organized according to roles and permissions, in order to maintain the integrity of your form flows across team members, as well as to clearly delineate responsibilities across the team.

Examples of roles include, for example, Owner, Administrator, Deployer, Designer, and Engineer. Roles are associated to specific permissions such as Archive or delete flows, or Create or update themes. By assigning team members' accounts to different roles, you can control exactly which actions in the platform are available to whom.

The current list of permissions is as follows:

deploy_production: Deploy a variant revision to any production environment.
create_new_variant revision: Deploy a variant revision to any non-production environment. 
update_traffic_pattern: Change the traffic pattern of deployed variants within a flows.
update_environment: Create new environments or save new revisions of existing environments.
update_domain: Add, update, or remove domain names.
delete_flow: Archive or delete flows.
delete_variant: Archive or delete variants.
update_theme: Create or update themes.
switch_theme: Switch the theme for an existing variant.
update_credential: Create new credentials for integrations.
view_accounts: Retrieve the full list of accounts.
suspend_account: Suspend other accounts (listed as "delete" account on Owner page)

These permissions are associated to the following roles:

Owner
Admin
Deployer
Designer
Engineer
Editor
Viewer

create_new_variant revision

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update_environment

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update_domain

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update_credential

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update_theme

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switch_theme

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deploy_production

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update_traffic_pattern

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delete_flow

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delete_variant

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view_accounts

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billing_access

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suspend_account

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An Admin cannot assign or create an Owner role. Please make sure to re-assign the Owner permissions if the account is going to be suspended. If you find that there are no Owner-level permissions for your account, please reach out to the Formsort team via Intercom.

Role Organization

Roles are organized according to a hierarchy, visualized in the diagram below. At the top-level of the hierarchy is the Owner, meaning that the Owner has access to all permissions associated with all roles under it. Moving down the hierarchy, we have the Admin: the admin has access to all permissions except permissions specific to Owner, such as the ability to Suspend other accounts. The same rule applies at any level of the hierarchy: a given role has a subset of the permissions of the roles higher on the hierarchy, a superset of the permissions of the roles lower.

The platform does not contain an explicit Viewer role. Rather, all users on Formsort have the permission to view flows, by default.

Adding roles and permissions

A given permission can only be granted by a user who already has that specific permission. In other words, a Deployer can grant another user with Deployer permissions, a Designer with Designer permissions, and an Engineer with Engineer permissions. However, a Deployer cannot assign a user with e.g. Engineer or Admin permissions.

We have not yet implemented functionality to provide visual cues or to hide features which a user does not have permission to use. Currently, any feature that a user does not have permission for will appear normal in the platform, but the user will not be able to use it.

Managing response access with user groups and access policies

Formsort allows you to control who can access response data using user groups and access policies.

User groups

User groups let you grant response access to multiple users at once. Instead of manually managing access for individual users, you can create a group and apply it to one or multiple forms.

  • User groups are managed in the Admin Workspace settings.

  • Any user added to a group with response access will automatically have read, tag, and download permissions for the assigned forms.

Access policies

You can create an access policy at both the form level and in the Admin Workspace settings.

To create an access policy, you must define:

  • A user or user group that the policy applies to.

  • The resource (form) that the policy applies to.

Since all users with response access can read, tag, and download responses, access policies simply determine who can access responses for each form.

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Last updated 1 month ago

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A user can create new with the same or fewer roles than themselves.

๐Ÿข
accounts
Hierarchical Model of Roles in Formsort
Formsort user groups
Formsort access policy