What is a custom role?

Custom roles are roles created by the company itself, allowing you to assign different permissions to your users, according to your preferences, so you don't have to use the default roles offered by Paperless Forms.

How do I create a custom role for my site?

Go to the Paperless website;
From the Admin section, click on the Manage Custom Roles subsection;

Enter the default name of the role you wish to create;

Should you wish to have a different name for the users' preferred language, add translations in the Role name translations menu;

Depending on the accesses, check the permissions you wish to give to this role;

Once you've made your selections, press Save to add this role to your site;

A confirmation message appears. Press Confirm to complete creation of the new role.

Once added, the role will be added under the site in the list on the left, allowing you to view, edit or delete the role.

How do I create a custom role for all the sites in my group (corporate)?

Go to the Paperless website;
From the Admin section, click on the Manage Custom Roles subsection;

Enter the default name of the role you wish to create;

Should you wish to have a different name for the users' preferred language, add translations in the Role name translations menu;

Optionally, check the Role available to all sites box, which will make this role available to all sites in your company group;

Depending on the accesses, check the permissions you wish to give to this role;

Once you've made your selections, press Save to add this role to your site;

A confirmation message appears. Press Confirm to complete creation of the new role.

Once added, the role will be added under the corporate group in the list on the left, allowing you to view, edit or delete the role.

If the Role available to all sites checkbox has been ticked, the icon next to the role name in the list will be different and this role will be available for use by the sites in your group.

How to have roles created by corporate admins only?

It is possible to block access to your group's sites to the new Manage Custom Roles subsection to allow only corporate administrators to create, edit and delete roles.

To do this, contact the Paperless Forms support so that we can block access to your group's sites.

How do I edit a custom role?

Go to the Paperless website;
From the Admin section, click on the Manage Custom Roles subsection;

In the list of created roles, select the role you wish to modify by clicking on it;

Make any adjustments to the role, such as renaming it or changing its permissions;
Once you've made your changes, press Edit at the bottom of the page;

A confirmation message appears. Press Confirm to complete the role modification.

How do I delete a custom role?

Go to the Paperless website;
From the Admin section, click on the Manage Custom Roles subsection;

In the list of created roles, select the role you wish to delete by clicking on it;

Press Delete at the bottom of the page;

A confirmation message appears. Press Confirm to complete the role modification.

If the role has been assigned to one or more users and is deleted, a warning will appear and the replacement role will be Limited.

All permissions

General permissions

These permissions are linked to the application and the website in general.

Can create new forms

In App: Provides access to the "+" card on the workspace to create new blank forms.
Provides access to create new forms when linking a form to an invalid cell.

Can access the Editor mode

This permission requires to have access to the Can create new forms permission to be available.

In App: Provides access to the Editor mode, which allows the creation, modification and/or deletion of form templates.

Can link attachments and send notifications

In App: Provides access to the "+" card in the attachments option to link a Paperless Forms form or PDF file to a current form.
Provides access to the menu within the invalidity bar to link a form and send notifications.

Can unlink forms and PDF files

In App: Provides access to unlink forms from a form or a cell. Provides access to the removal of attached PDF files on forms after it is saved.

Can manage default tags

In App: Provides access to add and/or remove the default tags found on a form.

Can manage additional tags

In App: Provides access to add and/or remove additional tags found on a current form.

Can edit an archived form

In App: Provides access to edit an archived form or archived linked form.
On the Website: Provides access to edit an archived form through the remote open option from the website (open from website to app button).

Can delete and restore forms

In App: Provides access to delete a form by holding the save button.

On the Website: Provides access to delete a form via the designated icon when a form is viewed.
Provides access to search deleted forms and restore them if necessary.

Can access the task scheduling

In App: Provides access to task scheduling on a form from the workspace.

Can access the «No production» option

In App: Provides access to the option to apply a state of «No production» to an individual form from the workspace.

On the Website: Provides access to the option to apply a status of «No production» to one or more forms from the search results obtained.

Can unlock a user's signature

In App: Provides access to unlock a user's profile signature so that they can change it.

Can overwrite a table with a matrix

In App: Provides access to overwrite data already entered in a table when a matrix is triggered.

Website permissions

These permissions are linked to the website and its functionalities.

Can access the website

On the Website: Provides access to the Paperless Forms website.

All permissions in this section can only be given if the Can access the website permission in enabled.

Can access the form history

On the Website: Provides access to the form's big actions such as creation, delete and archive, among others.

Can unarchive a form

On the Website: Provides access to the unarchive option to send an archived form back to the workspace within the Paperless Forms app.

Can access the "Quick Search" section

On the Website: Provides access to the Quick Search section which allows you to create search favorites and subscriptions (automated emails).

Can manage quick searches

This permission requires to have access to the Can access the "Quick Search" section permission to be available.

On the Website: Provides access to manage quick searches, which allows their creation, modification and/or deletion.

Can access the "Saved Results" section

On the Website: Provides access to the Saved Results section which allows the creation, modification and/or deletion of saved results.

Can manage saved results

This permission requires to have access to the Can access the "Saved Results" section permission to be available.

On the Website: Provides access to manage saved results, which allows their creation, modification and/or deletion.

Can access the "Records" section

On the Website: Provides access to the Records section which allows to review the users' signatures on documentation.

Can access the "Shared Documents" section

On the Website: Provides access to the Shared Documents section which allows you to search and view all created shares.

Can manage documents shares

This permission requires to have access to the Can access the "Shared Documents" section permission to be available.

On the Website: Provides access to manage document shares, which allows their creation, modification and/or deletion.

Can access the "Dashboards" section

On the Website: Provides access to the Dashboards section which allows access to the BI dashboards that have been integrated into the client's website.

Can access the "Admin" section

On the Website: Provides access to the Admin section which allows access to features primarily reserved for system administrators.

Can access the "Manage Users" subsection