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Forms admin secondary role

The Forms admin secondary role allows users to view and edit all forms in the organisation, and their form response data.

Typically, this secondary role is added by users with the Owner primary role to trusted users within an organization who know how to correctly handle personally identifiable information (PII) submitted through forms.

When to assign the Forms Admin role

Assign this role to users who:

  • Need to manage and configure forms across the organization

  • Are responsible for reviewing and processing form submissions

  • Handle customer inquiries and support requests related to forms

  • Need access to form response data for business analysis

  • Are members of your organization’s customer service or data management teams

Requirements for Forms Admin access

Users with this role should:

  • Be trusted members of your organization

  • Have training in how to handle personally identifiable information (PII)

  • Understand your organization’s privacy policies and data protection procedures

  • Have a legitimate business need for accessing form data

  • Be familiar with data protection regulations (GDPR, CCPA) as they apply to form

Assigning the Forms Admin role

Only users with the Owner primary role can assign the Forms Admin secondary role.

To assign the role:

  1. Navigate to Administration  Users.

  2. Select the user who needs Forms Admin access.

  3. Click the edit icon for that user.

  4. In the Secondary roles section, select Forms Admin.

  5. Save the changes.

Security considerations

  • form data may contain sensitive PII including names, email addresses, and other personal information

  • Access to form data should be logged for audit purposes

  • Conduct regular reviews of who has Forms Admin access

  • Remove access immediately when it is no longer needed

  • Ensure users understand PII handling requirements and data protection regulations

  • Follow the principle of least privilege

  • Implement secure procedures for handling and storing form data

Compliance considerations

The Forms Admin role helps organizations to:

  • Maintain appropriate access controls for sensitive form data

  • Demonstrate compliance with privacy regulations regarding form

  • Provide audit trails for regulatory requirements

  • Implement the principle of least privilege for form access

  • Ensure proper handling of data subject requests related to form

For detailed information about forms and form management, see the Advanced Forms documentation.