Prevent or Allow Edit ability on Sections in Databases

You can restrict the ability for select groups of users to Edit certain Sections of Database Records.

This can be used (for example) when one section of a form needs to be filled in by the end user, but another section is for 'Admin only' to complete.  

This can be set up via the Restriction Section field within a section's settings in the Form Builder area for each Register / Database.

You can skip to a specific section by clicking the headings below:

• Restriction options: Prevent or Allow Edit by Group(s)
• Setting up the Prevent Edit Section Restriction
• Do not apply Prevent Edit Restriction if user belongs to a non-listed Group
• Setting up Allow Edit by Section Restriction
• Do not apply Allow Edit Restriction if user belongs to a non-listed Group
• Maintain Mandatory Validation for restricted Groups

Restriction options: Prevent or Allow Edit by Group(s)

To enable this option, first either create or edit a section within your existing or new Database/Register. 

From here simply enable the Restrict Section checkbox to start configuring this feature

A new field Restrict Options will display with the below two options:

• Prevent Edit by Group(s)
• Allow Edit by Group(s)

Which option you select will dictate the logic that is applied to the Groups that can edit records in this database. 

Prevent Edit by Group(s) will allow you to add in groups you do not want to be able to edit fields within this section. This option is good for when there is a specific group or groups you want to exclude from editing info within this section - such as barring external users (agencies, etc) from being able to edit details that do not relate to their work. 

Allow Edit by Group(s) provides the inverse of this logic. Here you can nominate group or groups you only want to be able to edit fields within the section. This helps 'For Admin Use Only' or similar scenarios. This also ensures that any new Groups that are added to the platform over time will not be able to edit this section (unless these settings are updated and they are added to the list of allowed groups). 

NOTE: Only one of these options (Prevent or Allow) can be selected per Section. 

Setting up the Prevent Edit Section Restriction

Once the 'Prevent Edit by Group(s)' option has been selected, a dropdown field will display called 'Prevent Edit for Select Groups' which will allow you to add in the Groups of users that you want to restrict edit access to for this Section.

Users within the groups selected will still be able to View the Section, but will not be able to edit it.

Instead to these users all fields within this Section will appear disabled, so the user will not see any indication they can input a response.

Do not apply Prevent Edit Restriction if user belongs to a non-listed Group

The 'Do not apply if user also belongs to a non-listed Group' setting appears under the Group dropdown and is unselected by default. 

• For the 'Prevent' parent option, if the setting is not enabled, then when the user is a member of a Group selected in the field above they will not be able to edit the section, regardless of other permissions they may have. 
  
  
• If the setting is enabled, when the user is a member of a Group selected in the field above, but is also a member of another group which would have permission to Edit the section (as they can Add/Edit the Record), then they will be able to edit the section. 

Setting up the Allow Edit Section Restriction

Once the 'Allow Edit by Group(s)' option has been selected, a dropdown field will display called 'Allow Edit for Select Groups' will appear.

Here you can add in the Groups of users that you want to enable edit access to for this Section.

Note that the 'Main Admin' group will be listed by default, but can be removed based on your requirements.

Do not apply Allow Edit Restriction if user belongs to a non-listed Group

The 'Do not apply if user also belongs to a non-listed Group' setting appears under the Group dropdown and is unselected by default. 

• If the setting is enabled, when the user is also a member of a Group not selected in the field above, then they will be not able to edit fields within the section. 
  
  
• If this setting is not enabled, then when the user is a member of any Group not selected in the field above they will still be able to edit fields within the section, as long as they remain a member of the selected group.

Maintain Mandatory Validation for restricted Groups

For either 'Prevent edit' or 'Allow edit' options, you can also choose whether or not mandatory validation should be applied to users who cannot edit the section. This option is not enabled by default. 

• If this setting is not enabled, mandatory fields within that section will not be required to be filled out by the restricted user (and they will be able to submit or save the record / stage).  
  
  
• If this setting is enabled, validation on mandatory fields will appear as usual, so the user will not be able to submit the record/stage.

You can see this setting highlighted below. 

Note: If the Title field for your Database / Register is in this 'restricted' section, or if you have Mandatory fields within the section, users without ability to edit section will not be able to add a new record.

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You can read more about your Databases module here. 

Please note that the 'Database' and 'Records' terminology referenced above may appear differently in your platform as these are customisable terms.  

Related:

Updated Form Builder Information

Staged Databases