User permission levels

You can assign or change a user’s permissions by clicking your organization’s name in the top left corner and then clicking Settings. In your organization’s settings, go to the Users section.

Global Permission

Quick Tip
Your global permissions must be set to Owner or Administrator in order to copy forms, set up integrations, invite users, and more.

The global permission a user is granted affects what they can do within your organization, and is the default permission granted when new forms are created within the organization.

Global permissions for user roles in Cognito Forms

  • Owners can manage the organization, plans, and billing, as well as manage users, forms, and entries. Only owners can assign other owners or delete the organization.
  • Administrators can manage users, forms, and entries.
  • Editors can manage form entries, but cannot build or publish forms.
  • Reviewers can only view or export form entries, but cannot make changes.
  • Limited Access users can log in, but only have access to forms for which they have been given specific permissions.

Detailed Permission Comparison

Owner Administrator Editor Reviewer Limited Access
Invite users Yes Yes No No No
View user permissions Yes Yes No No No
Change user permissions Yes Yes No No No
Delete users Yes Yes No No No
Assign new owners Yes No No No No
Remove owners Yes No No No No
View billing information Yes No No No No
Edit billing information Yes No No No No
Change plan Yes No No No No
View plan usage Yes No No No No
View billing history Yes No No No No
Delete organization Yes No No No No
View general settings Yes Yes Yes Yes Yes
Edit general settings Yes No No No No
Require form themes Yes Yes No No No
Track read/unread entries Yes Yes No No No
View default location Yes Yes Yes Yes Yes
Edit default location Yes No No No No
Manage integrations Yes Yes No No No
Account
Log in Yes Yes Yes Yes Yes
Require 2FA/SSO* Yes Yes No No No

*Organizations on the Enterprise plan level can require two-factor authentication or single sign-on for all users.

Form Permissions

A user’s global permission can be overridden on an individual form.

Setting form user permissions.

  • Administrators can manage the form and its entries including assigning permissions to users on that form.
  • Editors can manage the form’s entries but cannot build or publish the form.
  • Reviewers can only view or export the form’s entries but cannot make changes.
  • Limited Access users have no access to forms unless assigned to specific workflow roles.

Detailed Form Permission Comparison

Administrator Editor Reviewer Limited Access
Assign form permissions Yes No No No
Build form Yes No No No
Copy form Yes* No No No
Delete form Yes No No No
Archive form Yes No No No
Publish form Yes No No No
View form in Dashboard Yes Yes Yes Yes**
Move form to/from a folder Yes No No No
View/export form details Yes No No No
Entries
View entries Yes Yes Yes Yes**
View integration audit data Yes No No No
Create new entries Yes Yes Yes** Yes**
Auto-Create entries Yes No No No
Create new entry view ​ Yes Yes No No
Edit entries Yes Yes Yes** Yes**
Change status Yes Yes No No
Import entries Yes Yes No No
Export entries Yes Yes Yes** Yes**
Download files Yes Yes Yes No
Delete entries Yes Yes No No
Create documents Yes Yes Yes Yes**
Manage document templates Yes No No No
Share entries Yes Yes No No
Email entries Yes Yes No No
Mark entries as Read/Unread Yes Yes No No
Print entries Yes Yes Yes Yes**

*Users with Administrator form permissions can copy a form if: 1) their global permission level is also Administrator or 2) they have Administrator permissions for at least one folder.

**Reviewers/Limited access users only have these permissions when accessing entry views assigned to their workflow role. Additionally, Limited Access users can only generate document templates set to the role they’ve been assigned and cannot export entries using the All Fields option.

Folder Permissions

This feature is available to organizations on the Enterprise plan.

By default, folder/form permissions are inherited from global permission levels.

How form permissions are inherited from global permission levels

You can assign individual folder permissions on your organization’s Dashboard. Simply open the folder and select the Users icon in the top right corner.

Select the Users icon in the top right corner to assign permissions for individual folders.

  • Global Administrators can manage the folder and create new folders.
  • Folder Administrators can manage the folder, but cannot create new folders.
  • Editors/Reviewers can view forms in the folder, but cannot make changes to the folder.
  • Limited Access users cannot make any changes to the folder, and cannot view the folder unless it contains forms the user has permission to access.

Detailed Folder Permission Comparison

Administrator Editor Reviewer Limited Access
View folder Yes Yes Yes Yes*
Delete folder Yes No No No
Archive folder Yes** No No No
Rename folder Yes No No No
Add new form to folder Yes No No No
Move form to folder Yes No No No
Copy form to folder Yes No No No
Edit folder permissions Yes No No No

*Folder will only appear if the folder contains forms the user has permission to access.

**You must be an Administrator of every form in the folder to archive it.

You can assign or change a user’s permissions by clicking your organization’s name in the top left corner and then clicking Settings. In your organization’s settings, go to the Users & Authentication section.

Here, you can view the full list of organization users, along with any pending invitations. Use the icons on the top right to filter users by role or search for users by name. To remove a user from the organization, select the trashcan icon and then click Remove.

Manage your users from the Users & Authentication section.

Select a user’s name to adjust their access settings for forms and folders. You can set their global permission level and tailor permissions for individual forms and folders as needed.

Additionally, users with Reviewer or Limited Access permissions for a form can be assigned to a workflow role.

Quick Tip
You can manage individual form and folder permissions from the sidebar by right-clicking or selecting the ellipsis (**...**) to open the form menu.

Manage form and folder permissions from the sidebar.

Global Permission

Quick Tip
Your global permissions must be set to Owner or Administrator in order to copy forms, set up integrations, invite users, and more.

The global permission a user is granted affects what they can do within your organization, and is the default permission granted when new forms are created within the organization.

View the full list of organization users.

  • Owners can manage the organization, plans, and billing, as well as manage users, forms, and entries. Only owners can assign other owners or delete the organization.
  • Administrators can manage users, forms, and entries.
  • Editors can manage form entries, but cannot build or publish forms.
  • Reviewers can only view or export form entries, but cannot make changes.
  • Limited Access users can log in, but only have access to forms for which they have been given specific permissions.

Detailed Permission Comparison

Owner Administrator Editor Reviewer Limited Access
Invite users Yes Yes No No No
View user permissions Yes Yes No No No
Change user permissions Yes Yes No No No
Delete users Yes Yes No No No
Assign new owners Yes No No No No
Remove owners Yes No No No No
View billing information Yes No No No No
Edit billing information Yes No No No No
Change plan Yes No No No No
View plan usage Yes No No No No
View billing history Yes No No No No
Delete organization Yes No No No No
View general settings Yes Yes Yes Yes Yes
Edit general settings Yes No No No No
Require form themes Yes Yes No No No
Track read/unread entries Yes Yes No No No
View default location Yes Yes Yes Yes Yes
Edit default location Yes No No No No
Manage integrations Yes Yes No No No
Account
Log in Yes Yes Yes Yes Yes
Require 2FA/SSO* Yes Yes No No No

*Organizations on the Enterprise plan level can require two-factor authentication or single sign-on for all users.

Override global permissions

To override global permissions, click + Add Override. Choose the desired form or folder, select the appropriate permission level, and click Add to apply the changes. These custom permissions will appear under Overrides. To remove an override, reset the permission level for the form or folder to match the global permission.

These custom permissions will appear under Overrides.

Form Permissions

A user’s global permission can be overridden on an individual form.

  • Administrators can manage the form and its entries including assigning permissions to users on that form.
  • Editors can manage the form’s entries but cannot build or publish the form.
  • Reviewers can only view or export the form’s entries but cannot make changes.
  • Limited Access users have no access to forms unless assigned to specific workflow roles.

Detailed Form Permission Comparison

Administrator Editor Reviewer Limited Access
Assign form permissions Yes No No No
Build form Yes No No No
Copy form Yes* No No No
Delete form Yes No No No
Archive form Yes No No No
Publish form Yes No No No
View form in Dashboard Yes Yes Yes Yes**
Move form to/from a folder Yes No No No
View/export form details Yes No No No
Entries
View entries Yes Yes Yes Yes**
View integration audit data Yes No No No
Create new entries Yes Yes Yes** Yes**
Auto-Create entries Yes No No No
Create new entry view ​ Yes Yes No No
Edit entries Yes Yes Yes** Yes**
Change status Yes Yes No No
Import entries Yes Yes No No
Export entries Yes Yes Yes** Yes**
Download files Yes Yes Yes No
Delete entries Yes Yes No No
Create documents Yes Yes Yes Yes**
Manage document templates Yes No No No
Share entries Yes Yes No No
Email entries Yes Yes No No
Mark entries as Read/Unread Yes Yes No No
Print entries Yes Yes Yes Yes**

*Users with Administrator form permissions can copy a form if: 1) their global permission level is also Administrator or 2) they have Administrator permissions for at least one folder.

**Reviewers and Limited Access users are granted these permissions only for specific shared entry views. Additionally, Limited Access users can only generate document templates set to the role they’ve been assigned and cannot export entries using the All Fields option.

Folder Permissions

This feature is available to organizations on the Enterprise plan.

By default, folder/form permissions are inherited from global permission levels. To assign individual folder permissions, hover over the folder name in the sidebar, click the ellipsis (…) to open the folder menu, and select Folder Permissions.

How to view all the forms within a folder.

  • Global Administrators can manage the folder and create new folders.
  • Folder Administrators can manage the folder, but cannot create new folders.
  • Editors/Reviewers can view forms in the folder, but cannot make changes to the folder.
  • Limited Access users cannot make any changes to the folder, and cannot view the folder unless it contains forms the user has permission to access.

Detailed Folder Permission Comparison

Administrator Editor Reviewer Limited Access
View folder Yes Yes Yes Yes*
Delete folder Yes No No No
Archive folder Yes** No No No
Rename folder Yes No No No
Add new form to folder Yes No No No
Move form to folder Yes No No No
Copy form to folder Yes No No No
Edit folder permissions Yes No No No

*Folder will only appear if the folder contains forms the user has permission to access.

**You must be an Administrator of every form in the folder to archive it.