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Access Rights

Levels of Access Rights

The Access Rights to your sheet determines the group of users that can view, modify, and add to the data on your database sheet.

Here is a comparative table for each of these assigned rights can do:

Setting View Create Modify Description Level
No Rights Nothing No No Will not be able to see this sheet at all.
Survey User Entries created by yourself or assigned to you Yes Entries created by yourself or assigned to you Will be able to create, view and edit their own entries, won't be able to see other entries. Additional "no create" or "no edit" options can be set. **
Viewer All entries No No Will be able to view all entries and entry details, won't be able to edit or create new entries. ***
Bulletin User All entries Yes Entries created by yourself or assigned to you Will be able to create and edit their own entries, and view all other entries. Won't be able to edit entries that they don't own. Additional "no create" or "no edit" options can be set. ****
Admin All entries Yes All entries Will be able to create, edit, and view all entries in the sheet. *****

Having different access rights are useful for different user groups to see different versions of the same sheet. You can create multiple versions of the same sheet, and assign different rights to each version.

You can create your own user groups if necessary.

By default, the account owner is granted SYSAdmin rights, which is slightly different from the access rights in the table above, as a system administrator has access to change the design of all the forms. To give other users this privilege, you will have to add them to the SYSAdmin group in their user page under Ragic Groups. Alternatively, you can also assign users to become SYSAdmin for certain tabs.

Global Access Rights Panel

You can configure the access right settings for each user group by clicking the hamburger icon on the upper-left of the page, and select Access Rights under User Access.

If a user is in multiple groups, they will access the form with the group that grants them the most privilege.

Exceptional case: If an "internal user" is in multiple groups with Survey User access right (can create and edit their own entries, can't see other entries) and Viewer access right (cannot create entries, but they can view all entries), system will grant the user the Bulletin User access right (can create and view all entries, and can only edit their own entries) automatically.

If a user still cannot see the data after you grant them the privilege, ask them to log out and log back in to refresh their access right settings.

Setting up Access Rights for Individual Sheets

You can change the access right settings on your sheet by going to the Design Mode. You will find the Access Rights tab under Form Settings.

All of the user groups in your account will be listed here, as well as an additional group Everyone, which represents everyone, including the users who haven't logged in, or individuals who are not a user in your account.

You can set the access rights for every group of users listed here for this sheet. The access privileges that are being set is specified on the configuration interface. If a user is in multiple groups, they will access the form with the group that grants them the most privilege.

Remember to save the form design after you change the access right settings. You do not need to set this to both listing page and form page, the access right is applied to all pages of a sheet.

If a user still cannot see the data after you grant them the privilege, ask them to log out and log back in to refresh their access right settings.

Set Individual User Access Rights

Below the access rights setting for individual sheet, you can find Set Individual User Access Right.

Clicking on it allows you to select users from the drop-down menu and set access right for them.

You can click Set Individual User Access Right again to add a new set of users. However, the same user cannot be repeatedly selected and assigned different access right.

Field Level Access Rights

You can configure access rights for each field, in Access Rights under Field Settings.

There are three level of access rights:

Access rights level Description
Not Configured No effect.
No Rights The field will be hidden.
Viewer The field will be read-only.

This setting only applies to user groups that already have sheet access rights.

Example

Example 1: The "Sales" group has Admin access rights in the "Product Information" sheet, and the field level access rights for the "Cost" field are set to either No Rights or Read Only. This means that users in "Sales" group can view and edit all records in the sheet, but the "Cost" field in all records will be either hidden or read-only based on the specified configuration.

Example 2: The "Sales" group has No Rights in the "Employee Management" sheet, and the field level access rights for the "E-mail" field are set to Read Only. This configuration is invalid, as users in the "Sales" group cannot access the sheet. Even if field access rights are configured, they will have no effect.

Related Features

Feature Description
E-mail Notification Following the least access rights privilege, any field set to No Rights or Read-only will not be displayed in the email.
Including: Add or edit record, Approval, E-mail this entry, Sending mass e-mail, User invitation, Shared view notification, Entry review, Guest user e-mail validation, Reminder, Send custom e-mail.
Entry Information The field's Entry Information will be hidden according to the configuration.
Export (Excel, CSV, PDF, Printer Friendly) The fields will be hidden according to the configuration.
Form Page and Listing Page (including app) The fields will be hidden or read-only according to the configuration.
Conditional Formatting Field access rights take precedence over conditional formatting: Fields with No Rights setting will not be displayed by conditional formatting.

Additional Access Rights Settings

Additional access rights settings can be set for user groups that have the "Bulletin User" or "Survey User" access rights for a more fine-tuned control from the Access Rights tab in your design mode.

The "No create" and "No edit" checkboxes will be displayed when a user group is set to either "Bulletin User" or "Survey User".

You can configure in global access rights panel.

You can also adjust additional access right in design mode.

Below are the edited settings if options are selected:

Setting Additional Settings View Create Modify Description
Survey User No create Own entries No Own entries Will be able to edit their own entries, won't be able to see other users entries or create new entries.
Survey User No edit Own entries Yes No Will be able to create new entries, won't be able to edit previous entries or see other users entries.
Survey User No create, No edit Own entries No No Will be able to view previously created or assigned entries, but won't be able to edit them or create new entries.
Bulletin User No create All entries No Own entries Will be able to edit their own entries, and view all other entries. Won't be able to edit entries that they don't own, or create new entries.
Bulletin User No edit All entries Yes No Will be able to create their own entries, and view all other entries. Won't be able to edit entries.
Bulletin User No create, No edit All entries No No Will be able to view all other entries. Won't be able to edit entries or create new entries.

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