How do I configure user permissions and restrictions?

In DataScope you can customize each user's permissions based on their role in your organization. This lets you control what each user can view, create, modify, or manage.

🔐 How do I configure a user's permissions?

To configure permissions:

Go to Settings and Help > Users.
Search for the user you want to configure.
Click Configure.
Select Edit.
Modify the permissions and restrictions according to the user's needs.
Save your changes.

From this section you can configure both action permissions and access to forms, places, and groups.

🧩 Preset roles

Instead of turning on each permission one by one, you can choose one of the following preset roles. If none of them fits exactly what you need, choose Customized and turn on the permissions you want manually (see the details for each one in the next section).

Permission	Administrator	Supervisor	Editing-enabled operator	Operator
Basic
View Form Answers	✅	✅	✅	❌
Chat	✅	✅	✅	✅
Answer Forms	✅	✅	✅	✅
View Assigned Forms	✅	✅	✅	✅
Advanced
Change status of forms	✅	✅	❌	❌
Create Lists of Custom Data	✅	✅	❌	❌
Edit Form Answers	✅	✅	✅	❌
Edit Forms	✅	❌	❌	❌
Delete and recover form responses	✅	✅	❌	❌
Access to charts	✅	✅	❌	❌
Assign new places automatically	✅	✅	❌	❌
Administration
View and Create Users	✅	❌	❌	❌
Export Data	✅	✅	❌	❌
Manage account configuration	✅	❌	❌	❌
Manage signatures	✅	❌	❌	❌
Manage issues	✅	❌	❌	❌
Manage assets	✅	❌	❌	❌
Manage places	✅	❌	❌	❌

💡 Administrator has every permission turned on; it's the only role meant for people who configure and manage the entire account.

👤 User permissions

Permissions determine what actions each user can perform within DataScope.

Basic

View Form Answers: allows viewing other users' answers from the Team Answers tab and from the Web Platform.
Chat: allows using chat between users.
Answer Forms: allows answering forms that haven't been directly assigned to the user.
View Assigned Forms: allows viewing forms that have been assigned to the user.

Advanced

Change status of forms: allows changing the status of a response.
Create Lists of Custom Data: allows managing custom lists and making certain changes from the Form Builder.
Edit Form Answers: allows editing answers that have already been submitted.
Edit Forms: allows creating new forms and modifying existing ones.
Delete and recover form responses: allows deleting responses and recovering deleted responses.
Access to charts: allows access to the charts module from the Web Platform.
Assign new places automatically: automatically assigns newly detected places to the user.

Administration

These permissions grant access to administrative features:

View and Create Users: allows managing the account's users.
Export Data: allows exporting information to Excel.
Manage account configuration: allows modifying the account's general settings.
Manage signatures: allows managing signature-related settings.
Manage issues: allows managing the issues (tickets) module.
Manage assets: allows managing the Assets module.
Manage places: allows managing the places registered in the account.

📋 Restrict access to certain forms

In addition to the general permissions, you can define which forms each user can view and answer.

Under Form Permissions, select the forms the user will have access to.

If you select specific forms, the user will only have access to those.
If this field is left empty, there will be no restrictions and the user will be able to access all the account's forms.

👉 If you need to set up more specific restrictions, see: Can I restrict user access to certain forms?

📍 Restrict access by place

You can also limit the forms a user can view based on the Place selected in the response.

If no specific places are configured, the user will be able to view submitted forms regardless of the place selected.

👥 Using user groups

User Groups let you group users who need similar settings or permissions.

A user can:

Belong to one or more groups.
Belong to a single group.
Belong to no group.

This lets you organize permissions according to the needs of each team or role.

📤 Can I export a list of all users with their permissions?

You can export your account's user list (name, email, groups, last access, and creation date) from Settings and Help > Users > Export.

Keep in mind that this file does not include the detail of each user's individual permissions or assigned forms. To review that information, you need to check it user by user under Settings and Help > Users > Configure > Edit.

👉 More details in How do I export my account's users?

🔄 Permission changes not showing up?

If you modified a user's permissions and they still can't see them, first check that they're using the correct account, especially if their email is associated with several DataScope accounts.

Then:

On the mobile app, the user should log out and log back in.
On the Web Platform, refresh the page or log back in.
Check the configured permissions and restrictions again.

👉 If the problem persists, see: What should I do if changes to a user's permissions aren't applied?

🔒 Controlling who can edit forms

Users with permission to edit forms can also use the Lock Editing option from the Web Platform.

When a form is locked:

Only the user who locked it can continue editing it.
Other users with editing permissions won't be able to modify it while it remains locked.
The user who locked it is the one who can unlock it.

To lock a form:

Go to Forms.
Select the form and click Configure.
Turn on Lock Editing option (or disable it to unlock).

This feature ensures greater control and security over forms, preventing unwanted or simultaneous changes that could affect data quality.

It also helps organize workflows better, as each form will have a clear owner while it is being edited.