A guide to understanding user access and task visibility in QlutchQMS FormFlows

Understanding FormFlow Permissions

  • Each FormFlow is secured by permissions that determine what a user can do inside the FormFlow App. There are three main permission types:

Launcher

What Launchers Can Do:

  • View FormFlow Card in the FormFlow App.
  • Launch New instance of the FormFlow.

What Launchers Cannot Do:

  • Cannot view instances of launched FormFlows.
  • Cannot revise the FormFlow.

Launcher Only Card

Editor

What Editors Can Do:

  • View FormFlow Card in the FormFlow App.
  • Launch the FormFlow.
  • Revise the FormFlow.
  • View Instances of launched FormFlows.

What Editors Cannot Do:

  • N/A - Editors permission allows user to launch, revise and view instances of a FormFlow.

Editor Only Card

Viewer

What Viewers Can Do:

  • ViewFormFlow Card in the FormFlow App.
  • View Instances of launched FormFlows.

What Viewers Cannot Do:

  • Cannot launch new FormFlow instances.
  • Cannot revise the FormFlow.

Viewer Only Card

What is a Step Assignee

  • Step Assignees are users who are assigned a task to complete within a FormFlow once it is launched.
  • Step Assignee is not a permission - it is a task role. 
  • Step Assignee Capabilities:
    • Assigned a task in BaseCamp at the step they’re responsible for.
      • After completing the assigned step(s), the task disappears from BaseCamp.
    • Still able to view instances, just as a user with Viewer permissions would.

Common Combinations of Permissions + Assignments

Updated Table

Final Tips:

  • Users can be assigned multiple roles on the same FormFlow.
  • Being a Step Assignee does not override permission limits—it simply enables participation in the process.
  • For optimal collaboration, assign roles based on what the user needs to see, do, and complete.