Before we get started, please know that you can click on most of the images in the Documentation to get a better view! Click once to enlarge and once again to make it the original size!
If you're following along from our Getting Started guide, then at this point you have a Form with some Fields and Controls in it, and have added that Form into an Application! While your Form is looking good, you are the ONLY person who can access it right now. If you were to copy the link to your Form (on the Main Menu, hover over "This Form" and then click on "Share" () to get the direct link), and access it from a different browser or log out and try to access it you will not be permitted to even see your Form!
By design, SnappyForge keeps all of your Forms, Applications and Menus private, and we try to give you complete control over how you share your Applications and Forms! This means that you will need to think about who needs access to what, so you can set things up the right way. Knowing the right way to set things up will save you a lot of time in the long run, so let's dive in!
Roles in SnappyForge represent a group of Users. When you create a Role, you only need to give it a Name, and you should make that name meaningful! Simply naming your groups "Group1" and "Group2" will lead to confusion in the long run - so please try to be meaningful! Role Names can be up to 50 characters long, so you will not run out of space!
Roles you create are yours - no one else can access them, add Users to them or even see that they exist!
Roles serve two purposes. You can add Users into a Role, and you can use that Role to grant or deny access to your Application Menu, each Application Menu Item (tabs), Form Modes, and even Controls!
We should note that Users can be in more than one Role. They could be included in Roles you create as well as Roles created by other SnappyForge users. This will NOT affect your Application! You could, however, create two Roles and add the same User into both, which could produce undesired results! You should always try to keep things as simple as possible.
Last thing before we dive in, there are two Roles every SnappyForge user has access to: Open Access and Registered Users. Open Access is literally anyone with an Internet connection, while Registered Users are users who are logged into their SnappyForge account. We'll talk more about these in a bit.
From most pages you can access the Roles Form. If you're on your Dashboard or your Form, look for the "Manage Roles" button () on the Main Menu on the left. Clicking "Manage Roles" will produce a popup that looks like this:
You'll see that you have two Roles already in the List - Open Access and Registered Users. These are the two special Roles everyone can use - and you cannot add users into them. If you click on the "Add Users" button for either, you will see a brief overview of where that Role is used in your Applications. This can be helpful if you're not really sure where you used a Role!
You'll note that we cannot see the Users in these Roles, and we also will only see references used in our own Applications. In our example here, we have not used Open Access anywhere yet!
In the Roles Form Window, click on "Add New". You'll see this:
Give your Role a Name (you can always re-name it later on as well), and then click on the "Save" Button on the bottom of the window. You'll now see it in the list:
Adding Users into a Role
After you create a Role, you can start adding users to it. To do this, make sure you have the Manage Roles window open and on the List. Each record in the List has an "Add Users" button. Click on the one next to the Role you just created.
This screen looks similar to the one we showed above, when we clicked on the Add Users button next to the Open Access Role. This time, in addition to seeing where this Role is used, you will also see a section called "Users In This Role", which is currently empty. Click the link "Add Users to This Role" to get to the next step. Here we are presented with a screen showing an Email input:
While we plan on adding more ways to find and add users, for now you'll need to know their Email Address. Enter their email into the box and click on the "Find Users" button.
If this user has a SnappyForge account, they'll be added to the Role:They will also get an email notifying them that they were added to the Role by you. Click on "Go To Dashboard" to finish and go back.
If this user DOES NOT have a SnappyForge account, they'll be sent an invitation email. When they sign up for the first time they'll be automatically added to the Role:Click on "Go To Dashboard" to finish and go back.
You will have to repeat this process for each user you wish to add (for now, we have more options coming soon).
After going back to your Dashboard, click on "Manage Roles" on the Main Menu again. Then click on the "Add Users" button next to your Role. This time, you'll see: You should note that we invited two users, but only one had an account. Only people who have signed up and have accoounts will show up on this screen. There is currently no way to view invitations you have sent.
You can remove a user from this screen by clicking the "Remove" link in their profile card.
Roles and Applications
As we said earlier, Roles can be used in many places throughout SnappyForge. In the Getting Started guide, we showed how the Application and it's Menu Items both had permissions that could be set on them. Here is what we see if we edit our Application after adding our Role: You can see that our Managers Role is now available as a selection option.
Role selection will always be consistent in every place it is used. First, you can select multiple Roles for anything, from Applications, Menu Items, Form Modes and Controls.
If we were to select our Manager Role for our Application and it's Menu Items, then only someone who is logged in to SnappyForge and is in that Role would be able to see it. We went back and made changes to our Application to check the Role we just made (for both the Menu and both Menu Items), then logged in as the other user. They would now see:
The other thing you may have noticed is that each one of those selections includes a "NOT" option. This is a special option which tells SnappyForge to do the opposite. This means that if we check NOT and our Managers Role, then we can effectively hide part of a Form or Application from those in the Managers Role.
Roles and Forms
Even if you grant access to an Application and the Menu Items, users still do not have access to your Forms. Because Forms can be standalone, you will also need to grant access to the parts of the Form you want others to be able to use.
To view and edit permissions to your Form, you'd first need to get to it. Head to your Dashboard, then click either the buttons under "Forms You Own", or click on one of the Menu Items in your Application to get to your Form.
Once on your Form, you can hover over "This Form" in the Main Menu and then click on "Security" (). The Manage Security window will open:As you can see, there is no security settings for this Form, which means that ONLY you can access it.
Click on the "Add New" button. You'll see this screen:
Now if you examine the Mode DropDownList, you will see the three standard modes that are created when we first create the Form - List, Add and Edit. You will also see two more special options, Delete, and Excel Export. If you were to add another Mode to your Form, then it would appear here as well!
If we were to only select List Mode and grant access to a Role, then users who are in that Role would ONLY see the List. Buttons that lead to other Modes (like "Add New", "Edit") would automatically be hidden from that user. Also, because the user has not been given explicit access to Delete or Excel Export, those buttons would also not be presented to them.
Be careful who you give Delete access to! It's probably best that you do not allow users to delete records from your form!
One last important thing we need to talk about before moving on: How to grant access to a single Mode like "Add"! As we noted earlier, buttons that lead to a different mode that a user does not have access to are automatically hidden. Since the Save buttons for both Add and Edit Modes lead back to the List Mode by default, then they would be hidden from a user who only has access to Add!
There is a special workaround for these scenarios! If you set a Message in the Mode settings for that Mode then the user will be allowed to save and they will be presented with that message.
To do this, simply hover over "This Form" in the Main Menu and then click on "Edit Form" (). This will open up a set of windows on the Right side of the page (similar to when you edit a Control). This is also where you will find the Form Settings window: Click on the section header "Form Settings for YOURFORMNAME" and it will collapse. Click the section header "Form Modes for YOURFORMNAME" to open the Form Modes window:
To allow users to enter data in Add Mode (but not have access to the List), simply click on the "Edit" button next to the mode named Add. At the bottom of the form is a Message Field, enter a message that will be displayed to a user after they click Save from Add Mode. (This will show even for those who have List Mode access too!)Click the Save button at the bottom of the Form Modes Window.
Now we can allow access to our Add Mode, but keep the List private! As a bonus, users will see a message upon submission. Here's what a user would see who does have List Mode access: This is what a user would see who does NOT have List Mode access:
We know that last part was a bit confusing, so let's recap! Say you wanted to allow anyone on the Internet to add an entry to your Form. In Security, create a new entry to link the Form's Add Mode with the Open Access Role. Then go to the Form Modes and give Add Mode a confirmation message. That's it!
Next Section: Advanced Features
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