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Permissions

Designing form templates is governed by the Form configuration area of the application permissions. It follows the usual tiers: Grant them on the Permissions screen to the user groups that design forms. When form documents become available in your environment, the three permissions are granted automatically to the MANAGER and NOBLY-MANAGERS user groups where those groups exist, so an established administration group can start without a separate grant. The automatic grant is recorded in the permission audit log like any other, and can be revoked there. Form configuration permissions cover designing templates only. They grant no access to any document: opening, creating and editing a form document is governed by the document type’s access rights, exactly as for a file document.

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What users need

Template selection is per user group, so two people with the same document rights can see different forms — see template selection.

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Which documents are form documents

Nobly Insight treats a document as a form document when it has no file content: it was created through New form, or it is a legacy electronic form whose only content is its keywords. The distinction is made per document, not per document type. A document type can hold both files and form documents, which is what happens when an archive of electronic forms also receives scanned or uploaded files. Nothing has to be configured for an existing archive. Its documents show through the generic layout until you give the document type a preview template, and their keywords remain editable through the keyword panel until you add an update template. The old form layouts of legacy electronic forms are not used; design the templates you want in the designer. Any document type can hold form templates. A type without a create template never appears on New form, and its existing documents are unaffected.

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How form documents behave across the product

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Troubleshooting

The entry appears only when the user can create a form document in at least one document type. Check, for the intended type:
  • A create template exists and is selectable for the user — assigned to one of their user groups, or marked default.
  • The user’s groups hold document creation, document viewing and view keywords on the type.
The generic layout is used when no preview template is selectable for the user. Check that the document type has a preview template that is either the default or assigned to one of the user’s groups. Group templates need a precedence to be saved, so the designed template may never have been stored.
Edit form needs both the modify keywords right on the document type and a selectable update template. Without an update template, keywords are still editable through the keyword panel.
In order of likelihood:
  • The keyword is not assigned to the document type — a KeywordField for an unassigned keyword is reported by the lint and rendered as unknown.
  • The keyword is hidden by the keyword configuration or by a conditional rule for the current values.
  • It is a restricted keyword and the user lacks the right to see it.
  • The template binds it by a name that differs from the configured keyword name; bind by keywordTypeId instead.
Check:
  • The template has no name or no content.
  • User groups are assigned without a precedence, or the precedence collides with another group template of the same type on the document type.
  • The template was changed by someone else since it was opened; reload the version history and apply the change again.
Lint findings never refuse a save. A template that saves but renders wrongly usually has errors in the Problems panel.
A create is refused when the document type no longer has a create template selectable for the user, when a required keyword is empty — including required keywords the template does not show — or when a value fails its keyword type’s mask or length. The form reports the reason next to the create button.

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Rollout checklist

  1. Give every document type that will hold form documents a preview template, and a create template where users are to create documents in it.
  2. Add an update template where users are to edit through the form rather than the keyword panel.
  3. Preview each template against a real document of the type before making it the default.
  4. Assign group templates deliberately: a precedence per group template, and a default as the fallback.
  5. Test with a user who holds only the intended document rights, not with a member of a bootstrap group.
  6. Check the keyword configuration of the type — required, hidden and conditional keywords apply to the form whether or not the template shows them.

How to create a form document

What users see once the templates and rights are in place: New form, the create form, and the stored document.

Application permissions

The full permission catalogue, including the form configuration tiers.

Document access rights

The per-document-type rights that decide who can open, create and edit form documents.