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Permissions Setup

The Permission Tab allows you to create custom roles that can be assigned to your SmartForms users. These custom roles are in addition to the default roles provided by Pia — Primary Administrator, Administrator, and Standard. They offer more granular control over access levels.

You can define a custom role with access to specific SmartForms and then assign that role to users who need access only to those forms. For example, if the staff members of the Human Resources department only need access to the Staff Onboarding and Staff Offboarding SmartForms, you can create a Human Resources role, associate these two forms with the role, and then assign it to the appropriate staff members.

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This screen gives you the flexibility to handle SmartForms access for an individual or a group of users across all clients. Each of these roles will be automatically accessbile for all clients. However, you manage these roles on a client level or create client specific custom roles in the Clients Tab.

Creating a custom role​

You can create a custom role in the Permissions Tab by simply clicking on the "New Role" button that is available at the top right corner. Clicking on the button, Pia will display a pop-up where you will be able to add the following details about the new custom role:

  • Name of the role
  • Short Description of the role
  • Toggle beside each form that you can enable to link the form to the role

Assigning a custom role​

Once the custom roles have been created, you can assign them to the SmartForms users in the SmartForms portal. Pia allows you to assign custom roles to the SmartForms users in two ways:

Managing custom roles​

The Permissions Tab displays a table where you will be able to view a list of all custom roles. Each of these roles can be further edited or deleted as required.

  • To Edit a custom role, you can either click on the role name itself or the edit icon available beside the delete icon on the right. This will give you a pop-up where you can edit details about the role.

  • To Delete a custom role, simply click on the delete icon available at the right of the row. This will display a prompt to confirm your actions where you can click on 'Confirm' to proceed.