The Field Access Levels feature allows users with access to the Form Builder to control who in the system can edit and view specific fields in a form. 

This feature can only be enabled by a VerticalChange Customer Success Manager. If you are interested in using this, please reach out to support@verticalchange.com for more information!

To start setting up your access levels, open up the form that you would like to limit field access to by clicking on Forms in the lefthand navigation menu, and clicking on the form in the proper tab.

As of May 2021, Field Access Levels can be enabled in all form types, including Activities, Assessments, Contact Forms, Sessions, Registrations and Teacher Registrations.

Click Edit to open up the Form Builder. Once the Form Builder is open, scroll down through the form's Standard fields, until you find the option Enable Field Access Levels. 

Check this box, then click "Save Changes" to activate this feature on your form. 

Once you have activated the Field Access Levels feature on the form, by default, all of the fields in your form will be hidden to all users until you set the access levels you need. 

Field Access Levels are granted by permission set, and there are three access levels:

There are two ways that you can set access to each field

When you turn on Field Access Levels, all of the fields in your form by default are hidden from all permission sets. However, you will most likely have an administrator or higher-level permission set that needs to have edit access to everything in the form. Or you may want to quickly set up Read Only access for all the fields in your form. You can set a default "Edit and Read" or "Read Only" access on all fields in the form for any permission set you choose.

To do this, find the Enable Field Access Levels option you clicked in the Form's Standard fields. Just underneath that, there is an option to "Bulk-Assign Access Levels to All Fields"

First, decide what access level you want to set by clicking in the "Select Access Level..." drop-down, and selecting "Edit and Read", or "Read Only".

Next, click on the "Select a permission set..." box. You will see a list of all of your permission sets in the system. You can click on as many permission sets as you'd like, or type into the box to narrow down your results before clicking. Then click Apply. 

You will need to click "Save changes" on your form to see the changes apply.
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Once you have saved your form, you can scroll down to your fields and toggle open the settings. You will see that each field has been given Edit or Read Only access for the permission set you just applied. 

If you need to set Read Only access on any fields in the form, or if you want to be more selective about who receives edit access on a field, you can set access levels in each individual field in the form. 

To do this, hover over one of the fields in the form and click to toggle settings. 

In the field's settings, there will be a new setting for Add Access Levels. 

Here, you can Choose a Permission Set from the drop-down, and then give that permission set Edit, Readonly, or None access to that field. Once you have selected the options you would like from the drop-downs, click Add.

Save the form, then refresh the page. 

If you'd like to clear out all the previously set Field Access Levels from a form, you can do so by doing a Bulk-Remove.

To do this, find the Enable Field Access Levels option you clicked in the Form's Standard fields. Underneath that, there is an option to "Bulk-Remove Access Levels from All Fields"

Click on the "Select a permission set..." box. You will see a list of all of your permission sets in the system. You can click on as many permission sets as you'd like, or type into the box to narrow down your results before clicking. Then click Apply.

Once you've clicked "Save changes", all of the previously set access levels for that permission set will be cleared out. You can then proceed to update those, or leave that permission set's access as 'none'.

Once you have set your access levels on a form, you can see that users will have different views of a form based on their assigned permission set. 

Example:

User with Edit Access

User with Readonly Access
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User with No Access