Permissions

In this document:

Permission levels

Papyrs supports fine grained permission settings: you can specify exactly who is allowed what type of access to which page. A user can have one of the following access levels: Pages can be shared within your organization, and with people outside the account by inviting them via email as guests users. In each case, it's possible to specify which access level people have to a page. For administrator, the access level to each page is always set to Full Access and cannot be changed.

Apps have some more permission settings, see App Permissions.

How to change the permissions to a page?

To set who has what type of access to which page, you can set the permissions on the Page Settings of each page. Navigate to the page for wich you want to change the settings, and click , and then Page Settings. You can also set the permissions when you create a new page, and the same screen is shown. The Page Settings look like this (you can read more about all the page settings on Pages):



  1. In this example, "Wim" & "Diederik" are administrators. They both have All access to this page, and this cannot be changed.
  2. Each other user has a dropdown menu next to their name where the access level can be set. In this example, Mary, Jane and Peter are allowed to view the page and submit forms. Because Peter is supposed to approve the reimbursement requests, he also has the permission to view and edit all filled out forms.
  3. To quickly set the same permission for every user in a subgroup, the dropdown menu next to name of the subgroup can be used. In this example, the dropdown menu at (3) can be used to set the same permission for everybody in the Marketing subgroup (Peter, Mary & Jane)
  4. Not part of the team, we invited some contractor (with email address [email protected]) to view the page as well.
  5. The page is not public to the rest of the internet.
  6. To quickly set the permission for every user in the entire team, the dropdown menu next to "All people in company" can be used (in the screenshot, examples is the name of the company).

Roles

Next to the page permissions, it's possible to set additional roles for each member in the team, which determines their access to global features in Papyrs. To view and change these roles, go to Settings > People, select a user and click Change Role, see the following screenshot:



After clicking on Change Role, the following dialog will appear:



Use the dropdown (1.) to change their role. By default, the three role levels are: For more advanced permission level settings, click Advanced role settings (marked with 2 in the dialog screenshot). Here you can change the settings of a role level itself. For example, if you don't want Normal Users to have access to the activity stream page, uncheck that option and click Apply. All Normal Users will now no longer see the activity stream.

Which pages can users see?

In every list of pages (navigation widget, the favorites in the sidebar, the menu bar, the all pages overview, etc.) users can only see the pages they can access (i.e. there access level is View only or higher).

Assigning permissions for multiple pages or users at once

As the number of pages and people in your account grow, it's often useful to change permissions for multiple pages, users or a group of users at the same time. Read more about this under Permission Management.

Making sure that permissions are working correctly

To verify that the permissions are set correctly, you can impersonate a user. This feature is only available to Account Administrators. To impersonate a user go to Settings > People, select a user and click Impersonate User, see the following screenshot:



You will now see your Papyrs site exactly as it appears for the user you're impersonating. So you'll only see the pages the user has access to, you can only edit those pages the user can edit, and so on. When you're done impersonating the user you can click on the "Stop impersonating user" button at the top of the page.


Advanced: Permissions inside an App

This section details how permissions work for App-mode enabled forms (see Apps).

You can edit the App permissions by changing the permissions of the App Page (the page with your form and template). You can find a shortcut under App > App Page Settings, see the screenshot below:

The App's permissions determine the access level of users to the App, as well as the default permissions when a new item is created (i.e. when a new form is submitted) in the App.

You can also change the permissions for an individual item/record in the App. This works just like changing permissions for a normal page: open the page for an item in your app, and click Page > Page Settings.

If you change the defaults permissions for new items, you might also want to change the permissions for existing pages in your App.

The App permissions work as follows:

App Page Permissions Description Default Permissions for new Item Pages
No access User cannot access the App (but it's still possible to grant access to individual items in the App). No access
View
  • Browse items in the App visible to this user
View & Comment
View & Submit forms
  • Browse items in the App visible to this user
  • Can submit the App's form and create new items
Full access (Edit & Comment)* for items they created, View & Comment otherwise.

* Workflow permissions are applied when Workflow options are enabled.

View page & Manage Forms
  • Browse items in the App visible to this user
  • Can submit the App's form and create new items
Full access (Edit & Comment)
Full access
  • Browse items in the App visible to this user
  • Can submit the App's form and create new items
  • Can edit the App and its settings
Full access (Edit & Comment)

* Note: when Workflow options are enabled, and the item's status prohibits the user from editing it, the default permission is View & Comment instead. When the status of an item in the App is changed, the permission for that item is updated automatically.

You can also make an App public. This allows public users to create new items in the App, but they cannot access the overview of items in the App. The same applies to guests: if you share the App with an external guest user, they can access the form page to create new items, but not view the overview of items in the App. You can of course share or publish invidual pages in your App as well.

Managing Permissions - Bulk Settings

Read more about managing and changing permissions in bulk at Permission Management.
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