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Custom Forms In My Group - Administrative Access

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Level 10
Does anyone utilize the "Custom Forms in My Group" adminstration access option for Planners? In our area, we have an auton omous group that utlizes the request queue for a couple of different purposes. It would be nice to be able to have a super-user be responsible for maintaining the form. However, I wouldn't want all Planners to have this type of access. Any insight?
3 Replies

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Level 10
We have an "Agency Admin" access level which is a more open access level we assign to the head agency people we work with (we are 12 business units in one global instance so we don't give anyone by myself and my boss system admin access). For these people, we have given them the ability to update custom forms. Makes my life easier. However, you have to stress that if the "Warning: this is being used on another form" message comes up, they cannot change anything. Mostly everyone is good, but we have had a few instances were someone made a change that effected another form.

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Level 10
Have either of you run across this issue using the access level setting? There are a few departments at our Organization that use our Workfront instance to manage their own requests queues. One of the things that has been needed for quite some time is to have an access level that would enable a person in these groups to be a Group Administrator (meaning they only have administrative access to items belonging to their Group). I revisited Access Levels again to see if anything has changed that we might be able to leverage to allow a resource in Marketing change their own custom forms, without compromising the integrity of forms belonging to other Groups. In Access Levels, I looked at the Allow Administrative Access for....options and tried to use the "Custom forms in my group" option. On the surface it seems good, the user can only see forms that belong to their group. However, upon further investigation this is not necessarily a good thing because I found that a drop-down field I had created for the MIS and the Corporate Communications Groups to use, called Departments, was 100% editable by the Marketing Group resource with this new access. Furthermore, as the System Administrator, I have no way of knowing if she adds, deletes, or updates a value in the drop-down. This also appears to be the case for radio button and check box fields. They also have access to delete any fields on the fields tab and any sections on the sections tab. Seems like development needs to take a closer look at this access setting. I don't know if this is intended functionality or not, but it would appear to be a bug to me. If more than one group is using a field on their forms, the only person that should be able to alter the drop-down, radio button, of check box options should be someone that is a true System Administrator so that they can coordinate these changes and be the traffic cop for them. Additionally, they should not be able to delete and fields or sections that they did not create or belong to their group. I think use of fields/sections defined by other groups is ok, however, making any type of changes to them should not be allowed. Admin Kelly-Wehrmann SSFCU

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Level 3

I would really like to be able to give Custom Form access to Group Admins, otherwise I am the ONLY person to be able to do them. I am not sure why this isn't possible.