User groups
A user group is a predefined classification that grants access to a user to an application or an area within an application.
A user must be associated with a user group. By default, a new user is associated with Normal user group, which can be changed through user maintenance in the portal.
There are five user groups:
Public
Portal
Normal
Domain Admin
Interface
Public
A Public user does not have any access to Smartflow except the form that has been shared with them. They must be provided a direct link (URL) to be able to view the form. They can either only read the form or edit and save the form, depending on the permissions provided on the form template to the Public user group. Direct links to forms can be generated through the public links maintenance page or configured to be sent through an email.
Public users do not require login to access the direct link shared with them. They do not have login credentials assigned and cannot login to Smartflow as standard users.
See the permission overview for more information on permissions granted to a Public user.
Forms that are visible to a Public user are subject to the distribution query applied on the form.
Portal
A Portal user can login to the Smartflow portal using a web browser, fill in forms and view forms that have already been filled in. They must be online to be able to use the system. It is the least permissive user group available.
See the permission overview for more information on permissions granted to a Portal user.
Forms that are visible to a Portal user are subject to the distribution query applied on the form.
Normal
A Normal user can login to the Smartflow apps in all available mobile platforms and the Smartflow portal. Since Smartflow apps support offline mode, they can work in both online and offline mode.
It is the default user group assigned to a new user if a user group is not provided. In addition to the Normal user group, a new user is assigned to the Default system role that grants the required permissions to the user to access the Smartflow portal and the apps. If required, they can be allowed permissions to the builders and the maintenance pages through system roles. See system roles for more information.
A Normal user must have at least the Default system role to be able to access Smartflow. You may add additional roles to the user, but must not remove the Default role from the user.
See the permission overview for more information on permissions granted to a Normal user.
Domain Admin
A Domain Admin has unrestricted access to all applications in Smartflow. They can login to all applications and view all data in the system. It is the most permissive user group available.
Contact Smartflow support team for the requirement of a Domain Admin account. If you are a Domain Admin, you can make another user as a Domain Admin through users maintenance page.
Interface
An Interface user has access to the Smartflow Web API. They can add, edit, or remove data in Smartflow through standard REST requests to the Web API. However, they do not have usage rights and cannot login to either the Smartflow portal or the Smartflow apps.
An integration application that synchronizes forms or datasets from an external system to Smartflow or vice versa is an ideal example of an integration user.
See the permission overview for more information on permissions granted to an Interface user.
Smartflow imposes limits on the entities that can be modified and the number of requests that can be created to the Web API. Contact Smartflow support team for information on subscription plans.
Permission overview
| Public | Portal | Normal | Domain admin | Interface |
|---|---|---|---|---|---|
Login to web version | No | Yes | Yes | Yes | No |
Login to apps | No | No | Yes | Yes | No |
Open views | No | Yes | Yes | Yes | No |
Fill in forms | Yes | Yes | Yes | Yes | Yes |
View knowledge base | No | Yes | Yes | Yes | No |
Add knowledgebase | No | No | Yes | Yes | No |
Build forms, views or flows | No | No | Yes | Yes | No |
Maintain datasets | No | No | Yes | Yes | Yes |
Maintain users, roles and permissions | No | No | No | Yes | Yes |
View queues | No | No | Yes | Yes | No |
{^}1^ Public users can view or edit a form only using direct links shared with them and provided that they have required permissions on the form.
{^}2^ Only if the is assigned to Builder role or given equivalent permissions through access maintenance page.
{^}3^ Only if the is assigned to Maintenance role or given equivalent permissions through access maintenance page.