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FrankatMSC
FrankatMSC
Level 4
May 8, 2026
Question

Custom Form field Validation that prevents access except from specific group

  • May 8, 2026
  • 3 replies
  • 83 views

Can a validation rule be setup that only allows users from a particular group to access a form field?  I’m trying something along these lines but I can’t get the syntax correct.

IF($$USER.groupIDs="69fcf9d70002183a0944fbb90b78a5ab", "Only members of the LP Approval group can edit this field.")

Any help would be appreciated.

Thanks

Frank

3 replies

ninoskuflic
ninoskuflic
Level 5
May 8, 2026

 Hey Frank,

 you’re on the right track. 😃
 

IF(
  CONTAINS($$USER.groupIDs, "69fcf9d70002183a0944fbb90b78a5ab"),
  "Only members of the LP Approval group can edit this field.",
  ""
)

 

For group IDs you’ll need to use contains as a user can be a part of multiple groups. You can also check just for one with groupID. 
 

Unfortunately this will block the whole custom form weather the user touches the custom field or not (that you’re protecting) so you’ll need to add the value (that the user is not allowed to set) of that field in the IF statement as well.

 

I’ll be back to my Mac soon so I’ll share some examples of that code as well.

If this solved your issue, please mark it as solved so others can find the solution faster.
ninoskuflic
ninoskuflic
Level 5
May 8, 2026
IF(
    $$USER.{roleID} != "XXXXXXXXXXXXXXXX" 
    && {DE:INTL - Custom Field That Needs Protecting} == "XYZ",
    "Only authorised user can change this field value.",""
)

Here is the example where I check if the user has this role ID assigned to their profile. If they don’t and the value of the field is changed from whatever to XYZ, the system will tell the user that they cannot change it to that value. They need to restore the field value to a previous one and this will not prevent them from editing other non-protected fields. Hope this helps. 🤗

If this solved your issue, please mark it as solved so others can find the solution faster.
FrankatMSC
FrankatMSCAuthor
Level 4
May 8, 2026

Thanks ​@ninoskuflic With your help I got the syntax correct.
IF(
    CONTAINS($$USER.{groupID},"69fcf9d70002183a0944fbb90b78a5ab"),
       "Only authorized user can change this field value.",""
)


However, I’m not getting the results I had wanted.  I was hoping that adding it to the fields validation it would just prevent only users from the group specified from accessing the one question.  but what it’s doing is preventing the form from being submitted completely.  So it’s back to the drawing board.  

ninoskuflic
ninoskuflic
Level 5
May 8, 2026

Yes, this is the limitation that I have mentioned. What type of field are you trying to prevent?

Basically what you will want to do is to protect the value fo the field. In my example; I am protecting the value of “Yes” from being set by anyone other than the specific users. 

 

Here is an example from Adobe where “a field can only be edited by the project owner. Even the system administrator cannot edit the field”. This example is for a text field. 

 

IF({ownerID}!=$USER,IF(ISBLANK({ownerID}),"Project Owner will provide this.",CONCAT("Only ",{owner}.{name}," can edit this.")))

If this solved your issue, please mark it as solved so others can find the solution faster.
Kurt_Jones
Community Advisor and Adobe Champion
Kurt_JonesCommunity Advisor and Adobe Champion
Community Advisor and Adobe Champion
May 18, 2026

Frank,

You should be able to accomplish this under the Editability area of Advanced Logic.  Take a look at this page as reference, https://experienceleague.adobe.com/en/docs/workfront/using/administration-and-setup/customize/custom-forms/design-a-form/display-skip-logic-form-designer, and what Nino describes below would allow only folks in that groupID to edit the field, all others would see a grayed out box and not be able to edit the field (I think that is what you wanted).

If my response answered your question, please mark it answered, so others can find the answer
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