# Form rights

> Assign form access rights by role in IS Tools. Covers application forms (View), report forms, import forms, and system forms with their special rights.

[Access rights](access_rights.md) > Form rights

Access rights must be assigned to forms, to be able to use them. A form can have a specific set of access rights for each role in an application. The types of rights may vary, depending on the kind of form:

-   [Report forms rights](#_report_forms_rights)

-   [Import forms rights](#import_forms_rights)

-   [Other system forms rights](#_other_system_forms_rights)

    > **Tip:**
    > 
    > You may filter and sort the Form rights to ease the assignment of rights.
    > 
    > Read more about multi level sorting [here](tips_and_tricks.md#_multi_level_sorting).

## Application forms rights

When a form is created, access rights are granted, by default, only to the ADMIN role. Even if this form is added to the navigation menu or to other forms (as a link), it will not be displayed, until proper rights are explicitly given to it to roles.

To assign rights to application forms, open the **Form rights** form, located in the **Rights** area under **Administration** on the navigation menu. Filter **Form type** as **User**, and the role(s) you wish to grant rights to, and tick the **_View_** checkbox, then click **Save** after changes are made.

> **Note:**
> 
> The **View** right is enough to display the form, but be aware that actions like update, insert and delete will mainly depend on the [record rights](record_group_rights.md) the role has, as well as the [action icons](form_designer.md#section_rights) available in the section configure in Form designer.

> **Tip:**
> 
> Note that multiple selection can be done, manually or by clicking on the checkbox at the left corner of this form. Use the **Edit selected** button to grant rights at the same time.

> **Note:**
> 
> To set rights on the [Record filter](record_filter.md), available in application forms, filter the _Filter_ form, which is a system form.

> **Tip:**
> 
> It is possible to configure the access rights on a form to be more restrictive than those granted to records or fields. For instance, a form may not allow a role to edit the values of fields, even if the role has suitable Update rights on these fields. In actual applications, this feature is often used to create forms meant to be used only for inspecting records, together with other forms to allow also their editing.

## System forms rights

Not only the administrator of an application is entitled to have and use system forms (i.e., administrative forms). There can also be _users having a limited number of system forms_ visible in their menu. To assign access rights to system forms for other users could be useful in special situations, e.g., a regular user who is entitled to run a report, but cannot create one; or a user who assists the administrator with import of data, but cannot delete the existing templates. This is why IS Tools describes the following form rights, providing a recommendation on how they should be used.

> **Note:**
> 
> In a new application, _full rights for ADMIN are granted by default to all system forms_, while the USER role has View and Delete own personal reports in the **Report queue** form.

### Report forms rights

Open the **Form rights** form, located in the **Rights** folder under **Administration** on the navigation menu. Filter the report form(s) and the role(s) you wish to grant rights to. Tick the proper checkboxes and click the **Save** button.

Note that the report forms are provided with some of the regular access rights for application forms (View, Update, etc). Additionally, they have _special rights_, related to settings on each form. Display them with the ![NDMEfilter](_images/NDMEfilter.png) at the left hand of the form.

> **Tip:**
> 
> As a _recommendation_, the rights in _blue_ below should be granted to roles of _ordinary users_, while roles of _key users_ (e.g. a manager of a department in the company) could be granted the rights in _pink_, plus the _blue_ ones. The ADMIN role has all the rights, by default.

| Report forms | Rights: View | Rights: Update | Rights: Insert | Rights: Delete | Rights: Other special rights |
| --- | --- | --- | --- | --- | --- |
| [Report wizard](report_wizard.md) | □ | □ | □ |  | Create public, _Enables the [Shared report](report_wizard.md#force_one_main_record) option in the Report information window of the wizard._<br><br>Create role based/scheduled, _Includes the Type of report window in the wizard._<br><br>Allow all roles, _If unticked, only the current user’s roles can be added for a role based report, in the Type of report window of this form._ |
| [Report manager](report_manager.md) | □ |  |  |  | View all, _i.e., view other’s reports._ |
| [Report and import queue](report_queue.md) | □ |  |  | □ | View all _i.e., view other’s reports and imports._ |
| Report batch pop-up |  |  |  |  | \*<br><br>Hide record groups, _If ticked, the Record group filter is not shown in this popup._<br><br>Allow file export, _If ticked, the File export option is available in the Format box of this form._ |
| Report info | □ |  |  |  |  |
| [Report macro files](report_macro_files.md) | □ | □ | □ | □ |  |
| [Report groups](report_groups.md) | □ | □ | □ | □ |  |

### Import forms rights

Open the **Form rights** form, located in the **Rights** folder under **Administration** on the navigation menu. Filter the form(s) and the role(s) you wish to grant rights to. Tick the proper check-boxes and click the **Save** button.

Note that the import forms are provided with some of the regular access rights for application forms (View, Update, etc), plus an additional right for the [**Import templates**](import_configuration.md) form (formerly known as Import configuration). Display it with the ![NDMEfilter](_images/NDMEfilter.png) at the left hand of the form.

> **Tip:**
> 
> As a _recommendation_, access rights on import forms should _not_ be granted to _ordinary user’s_ roles (except for the right in _blue_ below), in order to avoid risking the integrity of the data. However, roles of _key users_ (e.g. a sub-administrator) could be granted the rights in _pink_ below. The ADMIN role has all the rights, by default.

[**Import templates**](import_configuration.md): View, Update, Insert, Delete, See rule triggers (to see [rules triggered by a specific field](import_configuration.md#info_rule_triggered))

[**Prepare import run**](prepare_import_run.md): View, **Allow include rule statistics in log** (to enable the [**Include rule statistics in log**](prepare_import_run.md#include_rule_statistics_in_log) setting in this form)

[**Report and import queue**](import_queue.md): View, View all, Delete.

### Other system forms rights

The _Filter_ form, which controls the [Record filter](record_filter.md), has the following rights: **View public filters**, **Manage public filters** (this one implies creation, edition and deletion) and **Allow [advanced filters](record_filter.md#_advanced_filters)**.

The [User setting](user_settings.md) form has rights to allow/deny end users to edit their theme, password and languange, among others.

The [Theme designer](theme_designer.md) has right to **View**, which implies the Save as well.

> **Caution:**
> 
> Any other system form, related to [User administration](user_administration.md), access rights, rules, [Menu configuration](menu_configuration.md), [Theme designer](theme_designer.md), and administrative forms in general, should not be granted to other role rather than the ADMIN role.

> **Note:**
> 
> Online users will be able to see granted forms immediately after refreshing their menu.