How to manage Roles and Groups when Departments is enabled

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Note: The Departments feature is only available to GoCanvas accounts on the Professional Plan or higher.

Department functionality allows you to separate GoCanvas forms, submission data, and users inside a single GoCanvas account. In each Department you have the capability of adding users and setting what features that user has access to within the department.

User Roles

Once you have your Departments set up you can add new users for the Department or edit the existing users. Each user must be assigned to at least one Department and a role within that Department. Users can be members of multiple Departments with different roles within each Department. Account level users are able to access data and settings company wide while department level users control data and settings for the department they belong to. Below are the user roles and their abilities:

Account Admin:

  • Manage all users (assigning, reassigning, adding, and deleting users)
  • Access to My Account page
  • Access to Company submission data
  • Run Company reports
  • Export submissions for all departments
  • Manage forms (edit, assign and unassign to departments and users)
  • Create, edit, and delete (when no user is assigned to it) departments

Account Reporter:

  • Have access to Company submission data
  • Run Company reports
  • Export submissions for all departments

Department Admin (Only for his/her department):

  • Access all the features on Forms and Submission pages
  • Access to department submission data
  • Manage users (edit, add, and remove)
  • Manage groups, reference data, and reference images.

Department Designer (Only for his/her department):

  • Design and build forms
  • See all submissions
  • Upload submissions

Department Reporter (Only for his/her department):

  • See all submissions
  • Upload submission
  • See reports
  • Manage Reference Data & Images

Department User (Only for his/her department):

  • Upload submissions
  • See their own submissions
  • See their own reports

Managing users

Adding users

If you want to add a new user, follow these steps:

  1. In the top left hand corner of your screen, switch to the Department you wish to add the user to. 
    Note: If you only have one Department, you won't have to switch.

    Departments_Switch.png

  2. Click on Department>Users.
  3. In the upper right, click Add Users.

    Department_Users_AddUser.png

  4. Choose a payment plan.
  5. Select the number of users you want to add.

After this, the steps are different depending on how many users you chose to add. If you are only adding one user, continue here:

  1. Enter the name, email, and privileges right there on that screen.
  2. Click Purchase.
  3. Check the boxes beside the forms and/or groups you would like to assign the user to.
  4. Click Save.

If you are adding several users, continue here:

  1. Click Purchase.
  2. You will then be taken back to the Department screen where you can set up each of the users you added. Click Fill Seat for one of the users.
  3. A pop up window will appear for you to enter the name, email, and privileges of the user.
  4. To assign this user forms or to groups, click on the user's name.
  5. Click App Assignments under Actions.
  6. Check the boxes beside the forms and/or groups you would like to assign the user to.
  7. Click Save.

Editing users

To edit the role of an existing user, follow these steps:

  1. In the top left hand corner of your screen, switch to the Department of the user you wish to edit.
  2. Click on Department>Users.
  3. Click the name of the user you wish to edit.
  4. Click the Edit button beside the user's information.
  5. Scroll down to the bottom of the page and change their Department privileges.
  6. Click Save.

If you wish to edit the forms a user is assigned or the group that they are in, follow these steps:

  1. In the top left hand corner of your screen, switch to the Department you wish to change the user's forms and/or groups for. 
    Note: If you only have one department, you won't have to switch.
  2. Click on Department>Users.
  3. Click on the user who you'd like to edit.
  4. Click App Assignments under Actions.
  5. Check the boxes beside the forms and/or Groups you would like to assign the user to.
  6. Click Save.

Disabling users

You can either remove a user from a Department or disable them from all Departments. To remove a user from a Department, follow these steps:

  1. In the top left hand corner of your screen, switch to the department you wish to remove the user from.
    Note: If you only have one department, you won't have to switch.
  2. Click on Department>Users.
  3. Click the name of the user you wish to remove.
  4. Click Edit Departments in Actions.
  5. Uncheck the box beside the Department they will be removed from.
  6. Click Save. 

If you want to disable a user from your company completely, go to any department the user is in and click Disable to right of their name.

Groups

Using Groups, you can assign a set of forms to a smaller group of people than an entire Department. To create a Group, follow these steps:

  1. In the top left hand corner of your screen, switch to the Department you wish to add a Group to.
    Note: If you only have one department, you won't have to switch.
  2. Click on Department>Groups.
  3. Click Create Group.

    Departments_Groups_CreateGroup.png

  4. Enter a name and description for your Group.
  5. Click Save.

You can change the users and forms assigned to a group pretty easily. Follow these steps below to do so:

  1. In the top left hand corner of your screen, switch to the Department of the Group you wish to edit.
    Note: If you only have one Department, you won't have to switch.
  2. Click on Department>Groups.
  3. Click on the name of the group you wish to change.
  4. You can now click Manage Members or Manage Apps depending on which you wish to change.

    Department_Groups_Edit.png

  5. Check the items you wish to add to the Group.
  6. Click Save.

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