Roles in OpenForms

Each OpenForms user has a role that determines what they can do in OpenForms. Users can have multiple roles which give them all permissions for those roles. Briefly, those roles are:

• Author: Can create and edit forms, but cannot access Responses, the Review center, the Admin area, or the Account screen.
• Reporter: Can view and manage Responses, including exports, and see form Analytics, but cannot create forms, use the Review center, or access the Admin and Account areas.
• Reviewer: Can access and process responses in a workflow via the Review center.
• Admin: Can access and manage all areas of OpenForms, except for Accounts and the Review center.
• Account Owner: Can access and manage all areas of OpenForms, except for the Review center.

If there are areas of OpenForms you can’t access or tasks you can’t achieve, you might have the wrong role for them. Admins and Account owners can change a user’s role; please contact an Admin or Account owner within your organization.

Author Permissions and Resources

Authors can:

• Create, edit, publish forms, including working with all available fields
• Change the form Settings, such as general and response settings, configuring form documents, choosing display settings, etc.
• Create and edit workflows, including notifications and reminders
• Access form Analytics
• Work with versions in the History tab
• Access the Our organization, Time and money saved, and Response workflow reports in Insights
• Manage their profile

Reporter Permissions and Resources

Reporters can:

• Access the Forms list
• View field settings in the Build tab
• View all selected form Settings
• View Workflows, including steps, transitions, reminders, and notifications
• View and export all form Responses
• Manage saved responses and notifications for them
• Access form Analytics
• Access and download Exports
• Access the Our organization, Time and money saved, and Response workflow reports in Insights
• Manage their profile

Reviewer Permissions and Resources 

Reviewers can:

• Access the Review center to view responses
• Action responses in workflows to which they are assigned
• Manage their profile

Admin Permissions and Resources

Admins have all permissions that Authors and Reporters have, as well as:

• Create and manage local Users
• Manage recipients of storage and response limit Notifications
• Create and manage Workspaces
• Access the Review center to review and action forms when a Form publishing review process is in place
• Set up Email snapshots
• Create and manage Themes
• Create and manage Snippets
• Create and manage Lists
• Create and manage Field sets
• Set up all Organization defaults
• Manage integrations, including Connectors, Data connections, and Web API keys
• Access and export all reports in Insights

Account Owner Permissions and Resources

Account owners have all permissions that Authors, Reporters, and Admins have, and can also access the Account area to:

• Set up and manage the Azure AD connector 
• Edit the Organization details
• View Plan details and statistics, and request a plan update
• View and download previous invoices for Payments, and update the account billing details 
• Change Security preferences, including file access, support access, and embedding domain restrictions