Community Advisor

Question

Forms shared System-wide

Forum|Forum|4 years ago
June 10, 2021
3 replies
2483 views

In Setup > Custom Forms

I'm able to add a column to show who each form is shared with. Anyone know of a way to filter to only show those forms that are shared System-wide?

I don't care if the forms are also shared with certain groups, teams, etc, sometimes those groups are needed to give them more than just View access to the form, but I do would like a way to pull just those forms that are also shared System-wide.

As we get more groups who have nothing to do with each other in our instance, I'd like to limit the forms that are shared System-wide to reduce noise for those who need to attach forms to objects.

This post is no longer active and is closed to new replies. Need help? Start a new post to ask your question.

skyehansen

This doesn't answer your question but if you are talking about forms that are "Visible System-Wide" (as opposed to shared system wide), this doesn't add any visibility to the form dropdown (when you select forms to attach).

skyehansen

PS: in answer to the actual question, I pulled this out of my library :)

EXISTS:A:$$EXISTSMOD=EXISTS

EXISTS:A:$$OBJCODE=ACSRUL

EXISTS:A:accessorID=PUBLIC

EXISTS:A:securityObjID=FIELD:ID

(and if you're looking for not shared, that would be NOTEXISTS)

Heather_Kulbacki

Author

Community Advisor

Thanks, I'll give this a try

Heather_Kulbacki

Author

Community Advisor

Awesome, I've submitted a ticket (00263059), explaining what you're seeing in Classic and what I'm seeing in NWE and providing a link to this thread.

We went all-in on NWE so I can't get back to Classic anymore to test these things.

I have a confilt that is scheduled until 4ET, but may wrap up early. If it does I'll hop on!

skyehansen

thank you! I will submit a ticket and just reference yours.

Heather_Kulbacki

Author

Community Advisor

Skye,

You are correct, those forms that are visible system-wide, but not shared with the user, that user gets the error "You do not have sufficient access to apply form form name" when saving.

I'll add a note about this to my ticket.

This is response I got from our support rep:

"Thanks for your patience as I've been looking into this. After testing in my environment, it does seem like the “Visible System-wide” setting is working differently for users in NWE vs. users in Classic. Where users in Classic only gain the ability to view the form, users in NWE seem to gain the ability to attach the form to objects as well. I am not seeing anything in our documentation that acknowledges this discrepancy, so I've raised this to our engineering team as a potential code bug. I should hear back from them within the next 1-2 weeks with an official will fix/won't fix decision.

I certainly apologize for any inconvenience this is causing. My hunch here is that the Classic experience is actually functioning correctly in this case. It makes sense that you should be able to give "View" access to a user without allowing them to actually attach the form. That said, I'm hesitant to recommend any workarounds until we know for sure how it is supposed to work. That said, let me know if there are any questions or concerns that I can help address in the meantime. "

skyehansen

thank you for confirming! On a related note there is new functionality in preview about custom forms attachment‚ÄîI haven’t had a chance to read through and familiarize myself with it but the paranoid part of me says I better before the launch date next week. In Preview I do know that failing to add a custom form will not give an error ... I guess I better dive deeper.

Update -- after reviewing the functionality I'm just going to cover myself by adding one more ticket (just because we are launching 21.4 soon) to indicate that I would prefer that there be a red error message if the custom form attachment fails in any way. Right now there's just an absence of a success message which is not a strong enough indication, and with this potential bug plus any future bugs that may appear, it's not a good user experience to expect folks to understand that the absence of a success[message] is equal to a failure.

Also, just between you, me, and the wall -- functionality predictably (and disappointingly) remains unchanged for those of us who are tasked with creating projects as a shell to assign to other project managers who have the information needed on those custom forms.

Heather_Kulbacki

Author

Community Advisor

latest from my support rep:

"The engineering team just got back to me on this one, and they've confirmed that NWE is working incorrectly in this case. They've declared this a bug and have committed to writing up a patch to resolve this so that the forms do not appear in the dropdown in the first place. As of right now, the resolution deadline has been set to 6/25. I'll make sure to keep you updated as we get closer to rolling out the fix.

In the meantime, I suppose there is some comfort in knowing that these users don't actually have the ability to attach forms that they haven't been shared on, though it's pretty annoying that they find this out after having filled out the entire form. I certainly apologize for any inconvenience this may be causing in the meantime. Let me know if there are any questions or concerns that I can address at this time."

So that's at least good news, I can go back to leaving "Visible System-Wide" turned on for any forms that it would be helpful for people to see and only sharing them if the user actually need to be able to attach them to an object.

We do have a few forms that we only want a select group of people to be able to see in any way.

Sign up

Login with SSO

Login to the community

Login with SSO

Scanning file for viruses.

This file cannot be downloaded