User permission levels

You can assign or change a user’s permissions by clicking on the user from the User list on Organization’s settings.

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.

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  • 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
View default location Yes Yes Yes Yes Yes
Edit default location Yes No No No No
Authorize integrations Yes Yes No No No
Account
Log in Yes Yes Yes Yes Yes
Require two-factor authentication* Yes Yes No No No

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

Form Permissions

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

Setting form 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 on form home page Yes Yes Yes Yes**
Move form to/from a folder 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**
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**

*Form administrators can view full integration status details in the entry audit log.

**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.

Organizations on the Enterprise plan have the ability to set and manage user permissions on folders.

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

Setting folder permissions.

If necessary, you can also assign permissions on a folder-by-folder basis – 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.

Then, update the permissions for each user accordingly.

Update the permissions for each user accordingly.

  • 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
Create folder Yes No No No
Delete folder Yes No No No
Archive folder Yes* No No No
Rename folder Yes No No No
View folder Yes Yes Yes Yes**
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

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

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