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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.

note

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.

SmartForms User Sync​

The SmartForms User Sync feature allows you to sync defined contact types from your ticketing system directly into the custom roles you have created. With this feature, you do not need to manually modify your SmartForms roles every time a new contact has been added or an existing contact has been deleted from your ticketing system. For this action, you will need to create a sync rule in the User Sync section.

Important

For Partners that use ConnectWise PSA, you will need to use the Contact/Contact Type Permission in the table setup for this feature to work (located in Settings Icon>Security Roles>Select the security role>System> Table Setup>move the contact type to the allow box> click Save).

Creating a Sync Rule​

You can create a Sync Rule in the User Sync section of the Permissions tab by simply clicking on the "New Sync Rule" button. Clicking on the button, Pia will display a pop-up where you will be able to add the following details about the new sync job:

  • Contact Types to Sync From: This is the ticketing system contact type(s) that you wish to be assigned with the defined custom role
  • SmartForms Roles to Sync into: This is the custom role into which the contacts will be synced into
  • Scheduled Sync Time: Define the local time when the sync will execute each day. The timezone is based on the timezone settings in the Tenant Settings screen.
  • Last Synced Date
  • Sync Status

Note

The User Sync section of the Permissions tab allows you to create Sync rules exclusively for the Global roles you have created in this screen. To create a sync rule for a client role, go to Client Permission Setup.

Note

In a scenario where a Global Sync rule and a Client Sync rule overlap, the sync rule created for the Client role will override the sync rule created for the Global role.

Managing a Sync Rule​

The User Sync section provides you with additional functions to manage your Sync Rule. These options are:

  • Toggle to Turn the Rule ON or OFF
  • Sync Now button: You can start the Sync without opening the rule by pressing on the button available on the row for each Sync rule
  • Edit button: Edit your existing or newly saved rule by clicking on the Edit icon
  • Delete button: Delete your Sync rule by clicking on the delete icon