Can I add admin permission users by filtering for names that were entered in a field?

Lori Wilson September 19, 2023

I have a form where users can edit their own entries. But sometimes, a person may change roles, and I would like a way for them to transfer ownership of these records. 

2023-09-19_08-58-13.jpg

POC is the name of the field. I would like whoever is named in that field to be able to edit. This way, someone could edit their entries to name their successor as the POC, and that person would then be able to edit their records. 

This is just one use case. Another would be allowing admin staff to enter records for their manager, and the manager named in the POC field would then be able to edit if needed. 

Please let me how I can adjust the command I entered here. I am just guessing at how I would write this. 

1 answer

0 votes
Alex Medved _ConfiForms_
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September 19, 2023

Hi @Lori Wilson and welcome to Atlassian community

This parameter in ConfiForms expects a username or a user security group

So, I believe in your case this is something like [entry.POC]

Alex

Lori Wilson September 19, 2023

That does make more sense. I will try it, thank you! 

Alex Medved _ConfiForms_
Community Leader
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September 19, 2023

However, for the form itself this actually does not make sense. I have just noticed that this seems to be ConfiForms Form Definition macro.. not Field Definition macro

You will need to add this user to owners.. into ownedBy field

Something like this: http://recordit.co/tfSu6eRVvr

Alex

Lori Wilson September 19, 2023

That's right. I was attempting to edit the Form Definition Macro to make anyone selected in this particular field able to edit the entire form. 

Alex Medved _ConfiForms_
Community Leader
Community Leader
Community Leaders are connectors, ambassadors, and mentors. On the online community, they serve as thought leaders, product experts, and moderators.
September 19, 2023

Entire form's data or "entire record"?

See my updated answer above with a quick demo on "entire record"

Lori Wilson September 19, 2023

Thank you - the video is very helpful. I'm setting this up now. My only question is, will this remove the previous edit permissions? 

 

in my second use case scenario, would the admin staff then lose their ability to edit while only the new OwnedBy user would have edit ability?

Alex Medved _ConfiForms_
Community Leader
Community Leader
Community Leaders are connectors, ambassadors, and mentors. On the online community, they serve as thought leaders, product experts, and moderators.
September 19, 2023

form administrators always have permissions to view and edit records

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Alex Medved _ConfiForms_
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September 19, 2023

Here is a configuration from the video as storage format foe easy import

<ac:structured-macro ac:macro-id="66eda896-2ae2-4e74-87b2-9decef2d5b9f" ac:name="confiform" ac:schema-version="1">
<ac:parameter ac:name="formName">FORM1</ac:parameter>
<ac:rich-text-body>
<p>
<ac:structured-macro ac:macro-id="94ea73fa-e9be-4f1f-8a69-92b407b511d1" ac:name="confiform-field-definition" ac:schema-version="1">
<ac:parameter ac:name="fieldName">RecordName</ac:parameter>
<ac:parameter ac:name="fieldLabel">Record Name</ac:parameter>
<ac:parameter ac:name="type">text</ac:parameter>
</ac:structured-macro>
</p>
<p>
<ac:structured-macro ac:macro-id="34f5d388-10b6-4d93-8ed9-5188cbd55d5e" ac:name="confiform-field-definition" ac:schema-version="1">
<ac:parameter ac:name="fieldName">POC</ac:parameter>
<ac:parameter ac:name="fieldLabel">POC</ac:parameter>
<ac:parameter ac:name="fieldDescription">POC</ac:parameter>
<ac:parameter ac:name="type">user</ac:parameter>
<ac:parameter ac:name="separator">;</ac:parameter>
<ac:parameter ac:name="required">true</ac:parameter>
</ac:structured-macro>
</p>
<p>
<br/>
</p>
<ac:structured-macro ac:macro-id="ab70551f-5e6e-4d36-9efe-a3be22c70a4c" ac:name="confiform-ifttt" ac:schema-version="1">
<ac:parameter ac:name="extras3">true</ac:parameter>
<ac:parameter ac:name="action">Create ConfiForms Entry</ac:parameter>
<ac:parameter ac:name="event">onCreated</ac:parameter>
<ac:parameter ac:name="title">entryId=[entry.id]&amp;ownedBy=[entry.ownedBy],[entry.POC]</ac:parameter>
<ac:rich-text-body>
<p>On Creation event, this copies the POC field into the hidden ownedBy field.</p>
</ac:rich-text-body>
</ac:structured-macro>
<ac:structured-macro ac:macro-id="2db771ce-6e56-4bd2-8baa-8beeae754b67" ac:name="confiform-ifttt" ac:schema-version="1">
<ac:parameter ac:name="extras3">true</ac:parameter>
<ac:parameter ac:name="action">Create ConfiForms Entry</ac:parameter>
<ac:parameter ac:name="event">onModified</ac:parameter>
<ac:parameter ac:name="title">entryId=[entry.id]&amp;ownedBy=[entry.ownedBy],[entry.POC]</ac:parameter>
<ac:rich-text-body>
<p>On Modified event, this copies the POC field into the hidden ownedBy field.</p>
</ac:rich-text-body>
</ac:structured-macro>
<ac:structured-macro ac:macro-id="a5ec70a0-4cf0-4fe2-89c7-52315a4ba32a" ac:name="confiform-entry-register" ac:schema-version="1">
<ac:parameter ac:name="atlassian-macro-output-type">INLINE</ac:parameter>
<ac:rich-text-body>
<p>
<br/>
</p>
</ac:rich-text-body>
</ac:structured-macro>
</ac:rich-text-body>
</ac:structured-macro>
<ac:structured-macro ac:macro-id="edaf1246-b088-4280-9676-13e79f341abc" ac:name="confiform-table" ac:schema-version="1">
<ac:parameter ac:name="formName">FORM1</ac:parameter>
<ac:rich-text-body>
<p>
<ac:structured-macro ac:macro-id="baa7965e-971f-4c93-b756-7a5d8743ac59" ac:name="confiform-field" ac:schema-version="1">
<ac:parameter ac:name="fieldName">RecordName</ac:parameter>
</ac:structured-macro>
</p>
<p>
<ac:structured-macro ac:macro-id="58a24a6a-1f66-41d3-97bd-8389148a0c96" ac:name="confiform-field" ac:schema-version="1">
<ac:parameter ac:name="fieldName">POC</ac:parameter>
</ac:structured-macro>
</p>
<p>
<ac:structured-macro ac:macro-id="96cb7266-ce30-4eca-9f7a-afb9123a8381" ac:name="confiform-field" ac:schema-version="1">
<ac:parameter ac:name="fieldName">ownedBy</ac:parameter>
</ac:structured-macro>
</p>
</ac:rich-text-body>
</ac:structured-macro>
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Lori Wilson September 19, 2023

Thank you!

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