Jenzabar Campus Portal Features Help Hub

Access/Security Tab

Important

Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.

The settings on this tab allow you to define how users can interact with their form submissions.

Limit the Number of Times a User Can Submit

You can set a form-wide limit on the total number of entries the form will accept per form user. In other words, you can turn the form off after it receives a certain amount of entries from one user. If a user returns to submit and the threshold has been met, they will receive a message indicating they have met the submission limit.

Tip

This can be useful when you want to limit submissions for homecoming election ballots to one per person.

Make Submissions Anonymous

You can remove any user-identifying information from the form's metadata. When a form user submits their form, it will come into your desktop application as a guest user. This impacts meta-data only. If your form includes user-identifying questions such as name, address, ID number, it will be included on the form.

Allow Users to Review Their Submissions

You can allow form users to view their form using the View Reports link once it has been submitted.

Note

Unless they have permission to view all, form users will only be able to see their own submissions.

Limit Access to the Form

You can limit who can access to your form using a SQL query that filters form users. For example, you can make forms that only available for freshmen or seniors, parents, or faculty. If the form user who is logged in does not exist in this list, the form link will not be available.

How To
Limit Form Entries

  1. Log in to the Campus Portal as an administrator and access FormFlow - Forms.

  2. Click Manage Forms.

  3. Click on the form you want to update. The admin view of the form displays.

  4. Click Form Settings to open the Form Information pop-up.

  5. Click the Access/Security tab.

  6. In the Number of Times a User Can Submit field, enter how many times users can submit the form.

    Tip

    Enter 0 to allow a form user to make an unlimited number of submissions,

    Note

    After they reach the maximum number and attempt to submit again, they'll receive a message that they have met the submission limit.

  7. Click Save.

Remove Users' Identifying Information from the Form

  1. Log in to the Campus Portal as an administrator and access FormFlow - Forms.

  2. Click Manage Forms.

  3. Click on the form you want to update. The admin view of the form displays.

  4. Click Form Settings to open the Form Information pop-up.

  5. Click the Access/Security tab.

  6. Select the Make Submissions Anonymous checkbox.

  7. Click Save.

Allow Users to Review Their Form Submissions

  1. Log in to the Campus Portal as an administrator and access FormFlow - Forms.

  2. Click Manage Forms.

  3. Click on the form you want to update. The admin view of the form displays.

  4. Click Form Settings to open the Form Information pop-up.

  5. Click the Access/Security tab.

  6. Select the Allow Users to View Their Own Submissions checkbox.

    Note

    The View Reports link will be available after the user submits their form.

  7. Click Save.

Limit Access to the Form

Note

A selection query must exist or be created to let the Campus Portal know who should have access to the form before you can limit the form to select users. The following SQL will limit those who can access the form to only parents who have a student at the school:

select distinct ID_NUM
from RELATION_TABLE r
where r REL_CDE='CHLD'

  1. Log in to the Campus Portal as an administrator and access FormFlow - Forms.

  2. Click Manage Forms.

  3. Create a selection query.

    1. Click Site Administrators.

    2. Click Data Sources.

    3. Click the Add icon.

    4. Enter a Name for the filter you want to apply.

    5. From the Use Database drop-down, select the database you want to pull the access list from.

      Note

      This could your J1 database or another external database you are using with FormFlow - Forms.

    6. Select the Is Access Control List checkbox.

    7. In the Data Source Query field, enter your SQL query that will select the users you want to access the form.

      Tip

      This could be by student classification, employee status, relation to student, etc.

    8. Click Save Data Source.

    9. Click Manage Forms.

  4. Click on the form you are working with.

  5. Click Form Settings.

  6. Click the Access/Security tab.

  7. From the Limit Access to drop-down, select the appropriate data source.

  8. Click Save.