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Status Planned
Categories Form Designer
Created by Guest
Created on Aug 23, 2021

Security trim a form so only users who have permissions can access the form

Capability to show hide forms according to whom business owner decides. Some forms should only be available for few users within the business/department and the process owner should be able to give remove access.
    Sep 7, 2022
    We've started investigating this feature, will update when confirmed.

    If anyone has any feedback to share on how they see this capability working then please reach out to me directly.
  • Attach files
  • Brandi Woodson
    Mar 6, 2023

    Do we have an ETA for when this will be released?

  • Brandi Woodson
    Feb 4, 2023

    I agree with this.

    My thoughts are making an authorized user list per start event form that feeds to the groups and the directory (if one is configured). The EVERYONE group could then be used if the form can truly be available to everyone in the company etc. Or Workflow Owners can assign a group for a form or individual people if a group isn't necessary.

    If this feature rolls out, please make sure Workflow Owners have the ability to pick if business owners can manage the "authorized user list" on the form because not all forms would need to allow this functionality and you open the door to business owners changing the authorized user list when they shouldn't' be modifying it at all.

  • Guest
    Sep 7, 2022
    Utilizing Groups or specific users, you can assign access to a form for forms that require authorized users. Similar to having the groups or users that are owners of the process, it could be there so that the process has some security (if configured) to who it is allowed to (defaults to everyone as it is today).
  • Guest
    Sep 7, 2022
    I was actually surprised when we finally worked out that the permissions on the workflow did not govern who could see and trigger the form.

    I see this as critical for data integrity, We have had some false data pushed into our system by people having a "Play" with the form. Especially with users using the mobile app working in different areas and stickybeaking into other people's forms.

    I imagine the feature could be managed in 3 different ways:

    1. Through the workflow permission window. Maybe adding another level called 'Users' to show who can see the form and/or trigger the workflow. In this proposed 'User' section, like in the 'workflow owners' and 'business owners' we should be able to add groups or users. There also needs to be an option that it can be triggered by anyone.


    2. On the Nintex form start event, by adding a 'Users list' to show who can see the form and trigger the workflow. In this proposed 'User list' we should be able to add groups or users. There also needs to be an option that it can be triggered by anyone.


    3. Group workflows into folders and set access permissions on the folders similar to above. You would of course need to be able to move the workflows between folders.

    This should then propagate across to Nintex mobile so you can only see the forms you have access to.

    To make this work you will need to make sure that group owners can self-manage their group members and not have to rely on admins to add and remove people.