This lesson reviews permissions for users to view, manage, approve, and have access to Custom Forms. You can also enable internal alerts or notifications to be notified if a parent submits a form for review.
Custom Forms Permissions Overview
Below you will find a list of Custom Forms permissions you can apply as your returning registration practices need:
- Description: Enables the menu of permissions and tools in support of the Custom Forms process
- Function: This should allow a user to see links to custom forms under the cog wheel.
A user should have this permission in order to have other custom forms permissions
View Custom Forms
- Description: Allows a user to view a list of Custom Forms.
- This permission does prevent users from editing custom forms and has a view only option for the form
- Function: This should allow a user to view a list of custom forms, and the fields in custom forms. If a user clicks into a custom form with this permission only, then they should view that form as read only.
Edit Custom Forms
- Description: Allows a user to create, manage/edit, delete, and duplicate forms.
- Function: This should allow a user to create new custom forms, edit, delete, and duplicate custom forms. If the user has this permission, it will automatically give them the View Custom Forms permission as well (see above). Attachments also fall under this permission.
Send Custom Forms (New)
- Description: Allows a user to send a custom form to portal users.
- Function: Having this permission alone should allow a user to go to the manage recipients page, select recipients, a form, and a window, but should not allow them to view the form itself, or view the responses to a form.
View Custom Form Responses (New)
- Description: Allows a user to view responses to custom forms, but not approve or change the status of the form.
- Function: This should allow a user to view a read only version of the form response, either through the manage all responses page, or the manage form recipients page. This would also include viewing of attachments, when available.
Approve Custom Forms (New)
- Description: Allows a user to approve a submitted Custom Form, or update the status of the registration.
- Function: This should allow the user to view, edit data on, and approve or change the status of a custom form. If a user has this permission, they should also have the View Custom Forms permission automatically.
View Custom Forms Logs
- Description: Allows the user to view the Custom Forms Audit Log, which allows the user to see the change history of a submitted form by student.
- Function: This should allow the user to access the Custom Forms Audit Logs page.
How to Apply Custom Form Permissions
- Navigate to Admin Gear > Permissions.
- Select Administration Module for the module/category.
- Select a scope, and click the Load button.
- The Administration module must be enabled.
- Scroll down the the “Custom Forms” permissions, and set as desired.
You can learn more about how to best assigned permissions by visiting Add or Edit Permissions to learn more.
Custom Forms Notifications
Users can set email notifications for administrators. Admins will receive in-app notifications as well as emails when a Custom Form is ready for review.
By default, parents will automatically recieve an email when a Custom Form is available for them to complete.
How to Enable Custom Form Notifications:
- By visiting Control Panel > Notification Preferences, you will see a list of available notifications.
- Under Custom Form, enable either or both options of Email or In-App.
- Navigate to Admin Gear > Find Custom Form Recipients.
What Happens Next?
- Once forms are created and sent to returning parents, as they submit forms, you will receive an email and/or in-app alert of their status.
If you selected Email, you should receive an email letting you know that a form is available for review.
If you selected In app, notifications can be found using the bell icon in the top right corner, next to 'Dashboard'. Clicking a notification will take you to the form and get started.
Each status change made to the Custom Form from the admin side will result in an email notification sent to the parent, and each update made to the form from the office or staff side, will result in an email and in app notification sent to the admin.
Admins can receive email notifications, as well as in-app notifications. The following screenshots are examples of an email notification and in-app notification.
The following screenshots are examples of the email notifications sent to parent users throughout the returning registration (aka custom form) process.
Now that permissions and notifications are all set and ready to go, get started with Custom Forms by visiting Manage Custom Forms.