Share a form with colleagues
Sharing forms
You can give access to your forms to other LogAlto users.
Depending on the access you give them (explained below), these users will be able to see the records or add them to the form.
To share a form, you must have access to the form.
- Click on the custom form you wish to share with other users. You can only share Private forms you have created or to which you have Administrator access.
- If your form is ‘Published,’ then the ‘Share’ button will appear on the menu at the top right corner of the form.
- Click on the ‘Share button.’ A share custom form panel will appear.
- Select the method of sharing you want to execute for this form.
- Use the dropdown list to select your options.
- Click ‘ok’
Note: If a form does not have a Project field, then the system cannot filter viewing depending on "Own org. unit" for Collaborator and Reviewer. Instead, they can view all records and the Reviewer can edit or delete them.
It is possible to share forms not only with specific users but also with specific projects, country offices (branches) or specific user profiles.
Tip! Sharing a form to a Project will make the form accessible from the project's overview menu.
Note: To determine which access to give, the system will go from the smallest unit (the first option: Users) to the largest unit (the last option: Profiles). So if a user has Collaborator access given to his specific user access, but Administrator access is given to his type of user profile. This user will have Collaborator access as it is the one the system will consider.
Administrator rights:
The person or group of people you share the form with will be able to make edits to the design of the form, share the form with other users, edit the form and add records to the form.
Reviewer rights:
Users who are reviewers can mark a record as “reviewed.” Once a record is marked as reviewed, it can no longer be edited. A reviewer or an administrator of the form can reset the record back to draft if changes need to be made.
Collaborator rights:
This sharing setting allows the user to add records to the form, edit the records they have added, and delete them. However, they cannot make any changes to the form’s structure nor share the form.
Data Collector:
This profile allows you to grant access to users who can see only their records in the system and thus only modify or make changes to their records.
Guest rights:
The user can view the records but can’t add or edit them.
Note: If a form does not have a Project field, the application will not be able to filter the display based on the Org Unit for Contributors and Reviewers, as the org unit is based on the project.
You also have the option of providing access to the form via the mobile application. For more information read the article here.