App Generator: Rights and visibility

Modified on Fri, 11 Aug, 2023 at 3:58 PM

Although it is recommended to make the applications as open and accessible as possible, just like the other components of, there are use cases where a differentiated restriction of visibility and editability on form item level can be useful. The following scenarios would be conceivable, for example:

  • There are many form items and, depending on the workflow status, only a few are relevant. Form items that are not relevant are hidden in order to streamline the form for the user.
  • Within the form, sensitive data that is not intended for all users of the element to view or edit is collected. This may be the case, for example, when the creator of an element notes his observations that should not be modifiable or visible in subsequent statuses.

In the three-point menu of the form item, Configure access rights and visibility opens the settings menu.

  • If the visibility of the form item is limited to certain statuses, it will be visible to all users in the selected statuses. If the field is empty, the form item will be visible in every status. With this setting, the first scenario listed above - streamlining by hiding irrelevant content - can be fulfilled.
    • If visibility is already restricted to a status, it can be further restricted to users who have editing rights in that status. These users are defined in the Workflow tab in the corresponding status. With this setting, part of the second scenario listed above - showing sensitive data to authorized users only - can be fulfilled. 
  • Setting a form item to read-only for a specific status disables its editability. This setting makes sense, for example, if the content is filled in one status and displayed as information in a later status. With this setting, part of the second scenario listed above - collected data not editable - can be fulfilled. 
  • The previously listed restrictions can be overridden by specifying roles that should always have the form item displayed. This setting makes sense for the management, for example, if they are not subject to any visibility restrictions.

The configuration of visibility and editability per form item can become very complex. In addition, the settings in the workflow and the optional access restriction apply to the entire content, view Rights management. The recommendation is therefore to use these settings sparingly to avoid unnecessary complexity.

Translated with (free version) 

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