The ClearForms Roles feature is designed to determine the correct level of access for administrative users in the system, and to allow individuals to be reassigned different access levels as staffing changes happen. In its current version, Roles can be used to give access to Review steps, manage Team settings, determine who can add Workflows to a Team, and provide access to financial and transaction data. Over time, more options and permissions will be able to be configured at the Role level.

What follows is an overview of two major component of Roles: Reviews and Team Management. These capabilities will be expanded over time, so please share with us any feedback on how Roles are helpful and could be improved.

Review steps with Roles:
It's strongly recommended that you have a Role as a Reviewer (rather than or at minimum in addition to any individual's ClearForms account). The ClearForms Roles feature allows you to easily swap people in and out of Review functions when you need to. When a new staff person takes over for someone who is on leave or who has changed roles, the new person will need to have access to all pending processes that are awaiting Review, including the ones that were started before any personnel changes were made. That's possible via Roles. Here's more on the benefits of using Roles in Review steps.

Team Standard Roles and Role Management:

Teams are the primary administrative unit within ClearForms. Many smaller governments have all their workflows on one Team, while other ClearForms users have one Team per department or business unit. Learn more about how Teams function here. There are two built-in Roles for each Team (Team Owner and Team Member),

Team Owner: The highest level of Administrative Role. Can change all Team settings and determine the permission level for all other Roles. Users in the Team Owner Role will always have full permissions and full access to the application, so it’s good practice to limit the members of this Role to only a few people.

Team Member: Can add Workflows to the Team.

Adding more Roles: You may add as many additional Roles to your team as you'd like. We recommend you use a Role name that will be understandable to your colleagues (such as "Fire Department Review Group") since you'll be able to use the same Role on multiple workflows on the same Team. You will have the same set of options for potential Role permissions for each new Role you create, which include:

  • Team Workflow creator - whether the Role can add new workflows to the Team

  • Team Settings manager - whether the Role can adjust the team name, logo, or URL

  • Team Finance manager - Role can access transaction data and change finance settings including Team bank account information, transfer frequency, and statement descriptors.

Here's more on Team Roles

Please note: Admin users can belong to multiple roles and a user’s permissions will always default to the highest level of access granted to them by any of their Roles. If one role makes them a Finance Manager, but another role does not, they will still be able to access the team's financial information.

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