eForm access, actions and permissions

In this topic Hide

About eForm access

This page explains - at a very high level - the types of access, actions and permissions that can be applied for an eForm.

For an eForm, there are different types of access, actions and permissions that control who can see and access the eForm in certain states of its workflow, and what actions users can do in the form. These work with other access and permissions configured in RME.

For specific instructions on how to create eForm templates and define associated workflows, refer to the RME Designer documentation.

 

Type of access, actions and permissions for eForms

The table below outlines the different types of access, actions and permissions that can be given in an eForm and its associated workflow:

Task Location Details

Page Views for eForms

RME > Users > Roles > Page Views

RME > Users > Users > Page Views

Page Views are used to provide access to eForm listing pages and eForm functionality:

eForm domain

Page Views to allocate

Contract

CON001M Contract eForm listing page

CN0001M Personnel (to use lookup)

Ethics

ETH003M Ethics eForm listing page

HE0001M Investigators (to use lookup)

HE0015M Org. Units (to use lookup)

HE0016M Ethics Meeting (to view meetings)

HE0017M Committee (to use lookup)

Committee Meeting (Ethics)

ETH015M Manage Committee Meetings (under eForms)

ETH032M Committee Meeting Attendees

ETH033 Committee Meeting Action Items

ETH034 Committee Meeting Email

HDRCM

HDR009M HDR eForm listing page

HD0015M Org. Units (to use lookup)

HD0018M Supervisors (to use lookup)

HDR PR

HDR003M HDR Progress Review eForm listing page

RV0018M Supervisors (to use lookup)

RV0020M Org. Units (to use lookup)

Research Outputs

PUB001M Research Outputs eForm listing page

Research Project Requests (RPR)

RPR005M RPR eForm listing page

RP0001M Investigators (to use lookup)

RP0012M Fund Scheme (to use lookup)

RP0015M Org. Unit (to use lookup)

eForm emails

ADM020M Manage E-Mail Templates (all domains)

 

When assigning, go to the eForms list. Expand the eForm listing pages to see the supporting pages.

Page Views for RME Designer

RME > Users > Roles > Page Views

RME > Users > Users > Page Views

These Page Views are allocated to provide access to RME Designer so users can create and design eForms and workflows:

eForm domain

Page Views to allocate

Contract

EFM007 Contract eForm Designer

WKF007 Contract Workflow Designer

Ethics

EFM002 Ethics eForm

WKF002 Ethics Workflow Designer

HDRCM

EFM006 HDRCM eForm Designer

WKF006 HDRCM Workflow Designer

HDR PR

EFM004 HDR Progress Review eForm Designer

WKF004 HDR Progress Review Workflow Designer

Research Outputs

EFM001 Research Output eForm Designer

WKF001 Research Output Workflow Designer

Research Project Requests (RPR)

EFM005 RPR eForm

WKF006 HDRCM Workflow Designer

 

When assigning, go to the eForms list. Expand the eForm listing pages to see the supporting pages.

Page Views > Page Actions

RME > Users > Roles > Page Views

RME > Users > Users > Page Views

Some eForm Page Views have actions, listed below the Page View fields

Example actions for eForms: Allow Create Application, Allow Manage Application, Allow Bulk Navigation

See: Page View Actions

Assign access to eForm templates

RME > Users > Roles > eForm Template Access

 

To be able to create a new eForm, a user must have all of the following:

•        A role with access to the eForm template: Edit permission

•        Page View allocation to the eForm listing page for the domain with page actions: Allow eForm Create, Allow Create Application

•        As relevant, data security access to the Org. Unit/s, Project or Contract Types, Funding Activity Codes, or Ethics Categories, unless they will be linked directly to the eForm, for example, as an investigator, reviewer or other linked position

Restrict access to a page in an eForm (security exception)

RME Designer > eForm Designer

 

Access permissions for an eForm are generally defined in its linked workflow, as outlined above, and these apply to the whole form. However, an eForm designer can choose to override these permissions in specific parts of a form by defining exceptions in a section or page of the eForm template in RME Designer.

The possible access permissions for an eForm template page are: No Access, Read Only, Edit or Revision Edit.

The following rules are used when applying section or page level security for an eForm:

•        The section or page level access defined in the eForm template takes precedence over the permissions defined in the workflow.

•        The access defined in the eForm template page takes precedence over a permission defined in a section.

Refer to the RME eForm Designer User Guide, Define security exceptions for a section or page

Assign eForm access permissions

(workflow state)

RME Designer > Workflow Designer

 

When you create and publish an eForm template, you need to define access permissions for users for each workflow state as well. This controls what users can do in an eForm when it is in a particular state of the workflow. Options are: Read only, Edit or Revision Edit.

RME Workflow uses Participant Groups to define users involved in a workflow process.  A Participant Group can be a group, role or position. These are managed in RME Core and are available in workflow configuration.

Users of the eForm must also have:

•        Access to the eForm template via an assigned role

•        data security access to the Org. Unit/s, Project or Contract Types, Funding Activity Codes, or Ethics Categories, unless they will be linked directly to the eForm, for example, as an investigator, reviewer or other linked position

Refer to RME Workflow Designer User Guide

Assign workflow action permissions

(workflow state)

RME Designer > Workflow Designer

 

Workflow action permissions control what  users can do in an eForm in a particular workflow state, such as review commenting, review outcomes and manage reviewers. There may be additional actions defined by administrators for custom review groups.

Permission must be granted to the Participant Group (see Assign eForm access permissions above) or user for each relevant workflow state in the process. A user may be assigned more than one type of permission.

Refer to the RME Workflow Designer User Guide

Assign workflow event permissions

RME Designer > Workflow Designer

Events drive eForms into states in the workflow, and they may contain associated activities. An eForm will remain in a particular state until an event takes place. Security permission must be configured for an event to allow users to view and execute it.

Examples: Submit, Revert, Withdraw or a custom event

In the eForm, users with event permission will be able to click the option to trigger the execution of the event and it's associated activities as configured in the workflow.

The user's Participant Group must also have permission for the workflow state that includes the event of at least read-only for the event permission to be applied.

Refer to the RME Workflow Designer User Guide, Configure event security permission

 

Access to eForm listing pages, eForms and tools

Different eForms will be listed in listing pages and tabs, and different options will display in an eForm based on access and permissions, as outlined in the table below.

For full details, see relevant help pages for user and role set up, and refer to RME Designer documentation.

Option

Description

Intended Audience

Viewable based on access and permissions

My Applications tab

(or similar)

Process an eForm

This shows all the eForms the user is directly linked to; where they have been recorded as a related person to the form using a Personnel RIC configured for the eForm template, or other conditions defined by access and data permissions by an RME administrator.

 

•        Applicants

•        Partner investigators

Page Views

•        Allocation for the domain listing page, such as RPR005M

•        Page Action: Allow Create Application

Workflow state permissions

•        eForm access: Edit

•        Review > Commenting: Comment & Respond

For Review tab

Review an online form

This shows the eForms that have been designated for you for review and/or enter comments.

It will not show all eForms for which you have been assigned as a reviewer; it will only show those that are in the relevant workflow state for you to review.

It also will not show eForms for which you have been specifically assigned; in that case, the eForm displays under the Assessment Review tab (below).

Assigned Reviewers

Page Views

•        Allocation for the domain listing page, such as RPR005M

Workflow state permissions

•        eForm access: Edit or Revision Edit

•        Review > Commenting: Review Comments, Comment & Respond

•        Reviewers only: Assigned as a Reviewer in workflow

•        Administrators only: Manage options, see: Manage reviews - eForm

For Assessment Review tab

This shows the eForms you need to formally review if you have been specifically assigned as a reviewer, or if you are in a custom review group in the original eForm template, as opposed to assigned as a reviewer via the workflow (above).

If in this tab, it usually means that you need to enter an assessment outcome.

eForms only display in this tab when they are in an Assessment Review state in the workflow.

Specifically assigned Reviewers

Page Views

•        Allocation for the domain listing page, such as RPR005M 

Workflow state permissions

•        eForm access: Edit or Revision Edit

•        Review > Commenting: Review Comments, Comment & Respond

•        Reviewers only: Assigned to a Review Group for the workflow or eForm template, or assigned as a Reviewer specifically in an eForm template

•        Workflow has an Assessment Review state

•        Administrators only: Manage options, see: Manage reviews - eForm  

Advanced and Results tabs

This shows all eForms for the domain and allows RME administrators with broad access to search all eForms in the domain.

Administrators

Page Views

•        Allocation for the domain listing page, such as  RPR005M

•        Page Action: Allow Manage Applications

RME data security access

•        Ideally, RME data access "All Level User" but at least access to core record/s used in the eForm, including the code or type, if relevant
Buttons in the toolbar

New button in toolbar

Allows the user to select and create a new eForm, such as a new application

Applicants

Page Views

•        Allocation for the domain listing page, such as RPR005M

•        Additional permission: Allow Create Application

Workflow state permissions

•        eForm access permission: Edit

Copy button in toolbar

Allows users in the Projects and Ethics domains to create a new eForm based on an existing one

Applicants

•        As above but with Page View additional permission: Allow eForm Clone

Delete button in toolbar

Allows users to delete eForms they created

Applicants

•        Page Views

•        Allocation for the domain listing page, such as RPR005M

•        Page Action: Allow Delete Application

Workflow state permissions

•        eForm access permission: Edit

Allow users to delete any eForm in the domain

Administrators

•        As above but with Page View Page Action:  Allow Manage Application

Export button in toolbar

Allows users to export eForm grid data

Administrators

•        Page Views

•        Allocation for the domain listing page, such as RPR005M

•        Page Action: Allow Export

Workflow state permissions

•        eForm access permission: Edit

 

Quick reference table for eForm access

For access to an eForm, a user must meet one of the following conditions:

Be directly linked to the eForm through related Personnel, Supervisor, or Contributor records

AND

Be a member of a Participant Group that has at least one of the eForm Access permissions defined for the  State in the workflow

 

OR

Be a member of any Virtual Group, Committee or Panel that has at least one of the eForm Access permissions defined for the State in workflow

 

OR

Be an RME “All level User”

AND

Be a member of an Participant Group that has at least one of the eForm Access permissions defined for the State in the workflow

AND

Be assigned with RME access security to the defined type or code that is applicable for the eForm (Project Type, Ethics Classification, Funding Activity Code or Contract Type)

 

OR

Be an RME user with an User Org. Units that includes the Org. Unit or any of the parent Org. Units of the eForm

AND

Be a member of a Participant Group that has at least one of the eForm Access permissions defined for the  State in the workflow

AND

Be assigned with RME access security to the defined type or code that is applicable for the eForm (Project Type, Ethics Classification, Funding Activity Code or Contract Type)

 

 

Workflow state security permissions

Workflow state and event security permissions control what the user can do in an eForm. These permissions are configured in Workflow Designer, and work with other access and permissions configured in RME and the eForm. For users to successfully perform the assigned actions, they also need to have at least read-only access to the data in RME. Workflow permissions do not allow access to edit the actual data in RME, only in the eForm associated with the workflow.

Type

Workflow security permission

Allows a user to ...

Notes

eForm Access

Read Only

View the form only

 

Edit

View and edit the form

Replaces Read Only permission if previously assigned

Revision Edit

Only edit the pages of the form that have Action Comments

Intended for applicants after review

Review > Commenting

Review Comments

•        Create general comments

•        Create action comments

•        Reply to comments

•        Edit or delete own comment if it is the last in the thread, no reply has been made and it is within the current workflow state

•        Close an action comment thread they started

•        View all non-confidential comments

Intended for reviewers

Replaces Comment & Respond permission if previously assigned

Manage Review

•        Create general comments

•        Create action comments

•        Reply to comments

•        Edit or delete own comment if it is the last in the thread, no reply has been made and it is within the current workflow state

•        Close any action comment thread, even if no response was made

•        View all non-confidential comments

Intended for administrators or research office

Replaces Comment & Respond or Review Comments permission if previously assigned

View Confidential

•        View all confidential comments

•        View all confidential comments in a Comments report

Intended for administrators or research office

Only those with this permission will be able to see confidential comments

Manage Confidential

•        Create confidential comments

•        Reply to confidential comments

•        Add or remove a confidential comment flag

•        View own and all confidential comments

•        Assign View Confidential permission

Intended for administrators or research office

Edit Inactive

Edit comments made in a previous workflow state (non-current)

Intended for administrators or research office

Comment & Respond

•        Create general comments

•        Respond to action comments

•        View all non-confidential comments

•        Edit or delete any comment if it is the last in the thread, no reply has been made and it is within the current workflow state

 

Intended for applicants

The user must also have access to all pages of the eForm (no applicable security exceptions in force for any page) or the form will not proceed in the workflow.

Review > Review Outcomes

View

View the outcome submitted by each reviewer during an assessment review

Intended for administrators or research office

Manage Reviewers

 

Options vary in eForm domains

Individual Reviewer

•        See the action option in the eForm for the selected Custom Review Group when the workflow is in the defined state

•        View members of the selected Custom Review Group

•        Add individual reviewers to the selected Custom Review Group

Intended for administrators or research office

Committee

•        See the Peer Reviewer Details option in the eForm when the workflow is in the defined state

•        View members of the selected Custom Review Group

•        Add committees (from committees available in the domain) to the selected Custom Review Group to add all committee members to the group

Intended for administrators or research office

Not applicable to the Research Outputs domain

Panel

•        See the action option in the eForm for the selected Custom Review Group when the workflow is in the defined state

•        View members of the selected Custom Review Group

•        Add panels (from panels available in the domain) to the selected Custom Review Group to add all panel members to the group

Intended for administrators or research office

Expert Advisors

•        See the action option in the eForm for the selected Custom Review Group when the workflow is in the defined state

•        View members of the selected Custom Review Group

•        Add expert advisors to the selected Custom Review Group to add all expert advisor members to the group

Intended for administrators or research office

Manage Review Group

•        See the action option in the eForm for the selected Custom Review Group when the workflow is in the defined state

•        View members of the selected Custom Review Group

•        Remove members from the selected Custom Review Group

•        Appoint Executive sub-group members from the selected Custom Review Group member list

Intended for administrators or research office

Read only

•        See the action option in the eForm for the selected Custom Review Group when the workflow is in the defined state

•        View members of the selected Custom Review Group

•        Read only for the Custom Review Group selected

 

For details, refer to the RME Workflow Designer User Guide, Configure state security permissions.

 

eForm_access_permissions.htm