Using Form Security Configuration to Link a Form to an Individual

Overview

This knowledge base article provides recommendations and steps for using the Form Security Configuration Add On with a List where an Anonymous Form will be used to collect information without the person who is filling in the form having to login to ShareVision. Using this add on, you can hide fields such as Individual and Program or Service on new forms and make them visible when the form is edited. When the editing the form, you can select the relevant Individual and/or the Program or Service which will allow the form to be linked to an individual and/or a Program on your ShareVision site. 

The information presented includes:

• Initial Setup
• Linking a Submitted Form to an Individual

Requirements/Dependencies

• Login with a ShareVision Administrator permissions
• A list that you would like to:
  • use to collect information without having the person who is completing the form login to ShareVision
  • link to an individual after the completed anonymous form has been submitted 

Initial Set Up

Create a New Group: GRP Hidden Field

The first part of the set up requires that you add a new group that has no ShareVision users assigned to it. 

1. Login to your ShareVision site with an account that has ShareVision Administrator permissions.
2. Select the gear in the upper right hand corner and then select Site Administration:
   
   
   
3. When prompted, enter your ShareVision Administrator username and password and select Sign In.
   
   
   
4. Select Add a New Group in the Employees and Security section
5. Enter a name for the group. We suggest: GRP Hidden Field
6. Select the permission level for the group. We recommend Read but it doesn't matter which option is selected because no users will be added to the group.
7. Select Create
8. The system will automatically add the username of the user that created the group to the newly created group. Select the checkbox next to the username. 
9. Next, select Actions.
10. Then, select Remove Users from Group

Set Up Form Security Configuration to Hide Fields (Columns) on New Forms

The next part of the set up is to hide the fields (columns) when a new form is created. You will need to use the GRP Hidden Field group you created in the section above. 

1. Login to your ShareVision site with an account that has ShareVision Administrator permissions.
2. Select the gear in the upper right hand corner and then select Site Administration:
   
   
   
3. When prompted, enter your ShareVision Administrator username and password and select Sign In.
   
4. Select Form Security Configuration in the Features and Utilities section
5. Select New Item
6. Select the List you wish to hide fields on when a New Form is created
7. If there is more than one Content Type on the selected list, select the Content Type. Consult the Create a New List Content Type article to learn more.
8. In Type: select Fields Security
9. Next, select the start (or first) field that you would like hidden when a new form is created. 
10. Then, select the end (or last) field that you would like hidden when a new form is created. Note: If there are additional fields on the list that need to be hidden and are placed further down on the form, you will need to repeat these steps to add one or more additional items for this list in Form Security Configuration. 
11. In the New Form Permission section, New Form Security Groups add GRP Hidden New Form.
12. In Edit Form Permission, select Security Groups for Set Permission By.
13. Next, add which security group(s) should be able to edit these fields. As a suggestion, in Edit Form Security Groups, add GRP All Staff. The group(s) that will be added here will dependent on how permissions and security groups have been set up on your specific ShareVision site.
14. Set the Fields Visibility for the users that are not members of the group(s) selected in the previous step. Read-only means that it can be viewed but not edited and if hidden is selected, it won't be displayed on the form.
15. Lastly, in the Display Form Permission, add which security group(s) should be able to view these fields when the form is displayed. As a suggestion, in Edit Form Security Groups, add GRP All Staff. The group(s) that will be added here will dependent on how permissions and security groups have been set up on your specific ShareVision site.
16. Select Save.

Examples of the New Form and the Edit Form with Form Security Configuration Set Up

After you have set up the Form Security Configuration, here are screen prints of:

New Form

Edit Form

Linking a Submitted Form to an Individual

Once an anonymous forms have been submitted (filled in and saved), you/your team will need to first find the submitted forms and then edit them so that it can be linked to an Individual. This section will provide you with a suggested method to first create a list on a page on your ShareVision site for forms that have been submitted through the Anonymous Form link and how to update the submitted forms to link them to an Individual. 

Creating a List to view Submitted Anonymous Forms 

1. In Configure Portal Settings, either select an existing Portal or add a new one. In this example, a Portal called Activity Sign Up has been created. The steps to adding a new Portal are provided in the Portals: Set Up and Configuration knowledge base article.
2. On this Portal, a Page has been added. The steps to adding a new Page can be found in the Pages: Set Up and Configuration knowledge base article.
3. Next, on the Page, a List PagePart has been added. Step by step instructions for the List PagePart can be found in the List PagePart: Set Up and Configuration knowledge base article. 
4. Once you have the List PagePart set up, you can use Additional Filters Fields to filter the list for any form where the Individual is empty. With this filter, any form submitted as an Anonymous Forms will be listed. 
   
5. With the above set up completed, the list will display all submitted anonymous forms where the Individual field is empty.

Linking a Submitted Anonymous Form to an Individual

1. From the list of submitted anonymous forms (see above), select the edit button for an item in the list
2. In the Individual field, select the Individual from the list
3. Fill in any additional fields
4. Select Save
5. When the form is saved, the item that was just updated will no longer be displayed in the list

The anonymous form has now been updated so that it can be added to a PagePart on a Page for the Individual that signed up. Refer to List PageParts: Set Up and Configuration for more information.