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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
TABLE OF CONTENTS

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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

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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
ActionDescription
Change ControllerAllows changing the Process controller.
MoveEnables moving the Process’s drawing/location and editing external references.
DeleteDeletes the entire Process.

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Form-Specific Actions

The following actions apply only to Forms:
  • Edit
  • Change Status
  • Close
  • Reopen
  • Assign
ActionDescription
EditAllows users to modify Form fields.
Change StatusEnables users to update the Form status.
CloseChanges the Form status to a terminal (closed) state.
ReopenMoves the Form status from a terminal (closed) state back to an active state.

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.