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Understanding the Relationship Between Process and Form

A Process must include at least one Form, but it can have multiple Forms. When a Process is created, it automatically generates the associated Form(s) since they are linked as a single entity. However, actions on the Process and the Form can be managed separately. Difference Between Process and Form Permissions
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Common Actions

Both Process and Form permissions share the following common actions:
  • Create
  • Read
  • Share
  • Unshare

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Differences in Actions

Action Process Permission Form Permission Create Creating a Process automatically generates its associated Form(s). Allows users to add additional Forms to an existing Process. By default, all Forms in the Process are available for selection. Read Grants permission to read the Process. Grants permission to read the Form(s). Share Sharing a Process assigns Read permission for the entire Process. Sharing a Form assigns Read permission only for that specific Form. Unshare Removing sharing revokes Read permission for the Process unless the user has explicit read permission assigned. Removing sharing revokes Read permission for the Form unless the user has explicit read permission assigned.

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Important Notes on Read Permission

  • If a user has Read Process permission but lacks Read Form permission, they will not be able to view the Process. The process will only become visible if at least one form is shared with them, and the shared form will be displayed within the process.
  • If a user has Read Form permission but lacks Read Process permission, they will also be unable to view any Process details. Only if a Form is shared with them along with Read Process permission will they gain access to the entire Process.

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Process-Specific Actions

The following actions apply only to Processes:
  • Change Controller
  • Move
  • Delete
Action Description Change Controller Allows changing the Process controller. Move Enables moving the Process’s drawing/location and editing external references. Delete Deletes the entire Process.

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Form-Specific Actions

The following actions apply only to Forms:
  • Edit
  • Change Status
  • Close
  • Reopen
  • Assign
Action Description Edit Allows users to modify Form fields. Change Status Enables users to update the Form status. Close Changes the Form status to a terminal (closed) state. Reopen Moves the Form status from a terminal (closed) state back to an active state.

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Assign

Assigns the Form to a user or team for follow-up actions. Assignment also includes sharing the Form. Note on Assignments:
  • Assigning a Form to a team makes all team members participants, granting them access. 
  • Assigning a Form to an individual user makes them a subscriber, meaning they will receive status notifications.
This document clarifies the differences in permissions between Process and Form to ensure proper access control and workflow management.
If you’re unsure how to start setting up Permission Policies, find ideas and tips here.  For a detailed guide on designing organized Permission Policies, click here. To understanding Permission Policies and Rules, click here.