Different types of people use ClearForms depending on what their goals and job functions are. ClearForms supports the following types of users:
Applicants (constituents and businesses): This is how anyone from the public who is applying for a permit, process, or license uses ClearForms. Sometimes government employees also use the platform as Applicants when they're submitting a request on an internal workflow that they don't have administrative privileges for, such as a reimbursement request or contract submission. Applicants access ClearForms via pages on the https://go.citygrows.com domain (you'll notice that all applicant pages start with "go." During account setup, applicants submit their name, email and password, and if they log in to https://go.citygrows.com are able to see all the processes they've launched on the ClearForms system. Applicants can access detailed data about their own processes, and can see aggregate data through ClearForms Stats pages for any public process. *Please note that if you're an administrative user on some workflows and an applicant on others, you'll want to keep track of whether you're on the go.citygrows.com domain (all the workflows you've submitted) or on the admin side.
Government account roles:
You can see all of the people who have administrative access to a workflow from the Workflow screen/ Settings tab/ Permissions. Soon we'll be extending our Roles function to these settings.
Owner: The person who creates a new workflow on ClearForms is the workflow Owner. The Owner can add and remove other Admins, but the ownership of a workflow can't be transferred. An owner can edit all aspects of a workflow.
Admins (Edit workflow): Admins are the ClearForms users who can edit, use and manage workflows on the ClearForms platform. Anyone who joins ClearForms via the https://citygrows.com/users/sign_up page is able to set up and manage workflows on their personal Team. If you are the person who creates a workflow, you're an Owner and an Admin, but many people can have Admin privileges on the same workflow. Unlike many other software companies, we don't put any limit on the number of admin users a government can have use our system. We want to encourage more people in your organization to use technology, not fewer! Admins can also add Reviewers and create Teams (see below). Usually, one or two Admins in each department or government become ClearForms "power users" and act as a resource for other staff.
Admin (Use workflow): Sometimes you want people on your staff to be able to use and review on a workflow, but you don't want them to be able to edit the questions, steps or other information for that workflow. In that case, select "Use workflow" for those people if you add them as admins under the Permission tab. If you add someone directly or via a Role as a Reviewer, they automatically receive "Use workflow" access.
Reviewers: Reviewers are ClearForms Roles (recommended) or individual user accounts who have been invited to a workflow to review applications. When an Admin sets up a review step, they're required to add in at least one reviewer. While Reviewers can also start their own workflows (and therefore act as an admin for new ones), the majority of government employees use the platform to Review submissions for one or more workflows that an Admin has created. Read more about how Reviewing works on ClearForms here. Any reviewer added to a workflow is automatically also added as an Admin under the Permissions tab.
Government finance and management team member roles:
Team Members: Teams allow administrators and finance people to access financial transaction information about a set of one or more workflows. Eventually, we'll also add more performance management metrics and aggregated data views at the Team level. The teams page is located by clicking on your account icon and the going to the "Teams" selection.
Adding a user to a Team Role is a good way for a management staff member (Department or Division Head, City Manager, or County Administrator) to be able to see across multiple workflows within a team, without having to receive multiple email notifications or have a dashboard cluttered with lots of processes.
It’s at the Team level that bank account/ payout information is set up and managed, so it's a great place to add representatives from your accounting teams or finance departments who need access to reconcile transactions or see cash flows into your government's bank account. You can create Team Roles that only have Financial access, and add people to the default Team Roles (Team Owner, Team Member) and create as many additional Roles on the team as you'd like. Once you've added a role to a Team, you can add that Role as a Reviewer to any/ all workflows on the Team. So for example if you create an "Encroachment Experts" Role and add two people to it, you may reuse that Role across one or many Review steps across all your Team's workflows. Here's more detail on Team Roles.
All workflow payments from one team will go into the same bank account. If your organization has payments that should be sent to different accounts, a different Team should be created for each bank account. If payments from a workflow should go to that account, they’ll need to be in that Team.