Form Access

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Within the designer workflow properties, we will learn the basics of setting up form access at each stage of a workflow as well as the different types of access available.

The Form access property lets you specify which form fields are displayed for a given workflow stage, and whether or not previously entered data for a displayed field is read-only or editable. You can configure form access for all fields contained in a given form section, or on a field-by-field basis.

To configure Form access for a workflow stage:

Select the workflow stage for which you wish to configure Form access.
Click the Form access button in the Workflow Page toolbar.
- The Form access dialog displays. The dialog lists all sections for the associated workflow form.
  - Click the icon next to a section name to expand the section (view the form fields in the section).
  - Click the icon next to a section name to collapse the section.
If desired, select the Use form wizard check box to make your end-users's webform appear to have pagination and multiple sections.
If you wish to suppress the display of the Save button for the current stage, select the Hide Save button check box.
Use the drop-down menus associated with each section and field name to configure access for the section/field for the selected workflow stage as desired.
- To set the same access option for all form fields in a section, use the section-level drop-down menu.
- To set unique access options for one or more form fields, use the field-level-drop-down menus.
- Select the desired value from the following options:
  - Hide - the section/form field will not be displayed at the associated workflow stage
  - Show - the section/form field will be displayed at the associated workflow stage, but any previously entered content will not be displayed
  - Show previous result - the section/form field will be displayed at the associated workflow stage, and any previously entered content will be displayed as "read-only"
    Show and edit result - the section/form field will be displayed at the associated workflow stage, and any previously entered content will be displayed as "editable"
    
    NOTE
    
    If "show" access is set for one or more form fields in a section, BE SURE to set form access for the section to Show.
You can apply the same form access to multiple stages by using the dropdown copy from another stage.

7. When form access has been configured for all sections/form fields, click the Save button to save your changes.