Change Custom Form Sharing so that Home Groups don't automatically have access (that cannot be removed)

[#1]

Change Custom Form Sharing so that Home Groups don’t automatic have access (that cannot be removed)

By default, when you create a Custom Form, your Home Group automatically has access to edit the form. Even if you remove the access on the form, it will re-appear. I have confirmed with Workfront that this is current functionality.

Workaround is that you can restrict those users to not be able to edit custom forms but it seems that they should not automatically obtain that access on a form. Also, this will still show the group forms list – no way to remove.

As an Admin, I would like to be able to control who can see or edit custom forms. Also, if I have a form in draft mode that I am working on, I don’t want it shared with staff & I don’t want them to have the ability to use it in production. With current functionality, I cannot hide the form or prevent it from being used.

Steps to re-create:

• Set up
• Custom Forms
• Open a Custom Form
• Choose the Form Sharing Tab
• Delete all groups, including your home group
• Choose Apply & everything looks good, but it really is not‚Ķ.
• Now Save & Close your form.
• Open it back up & go to the Sharing tab ‚Äì that Home Group is back. Also this group now can use the form.

[#2]

We have a work-around for this. We created a Home Group called "N/A". We update the Home Group on the form to use this value when we want to keep people from see a form. It helps with "archiving" and "development". It's not ideal, but it helps.

[#3]

Kelly - This workaround is great - I just did this on my form & it worked perfectly! It appears that there at least has to be "one" group there, so as I can add the N/A group & then delete the prior home group. THANKS!

[#4]

No problem! Crude....but effective! :)

[#5]

We created a group that includes only our Sys Admins. New custom forms have that group added and whatever defaulted in removed.

Also - I submitted an item to request that custom form sharing work like Report or Template sharing. Would love to have you visit and vote up! https://support.workfront.com/hc/en-us/community/posts/115006617333-Custom-Form-Sharing