Users & Permissions

Use the following API endpoints to create and manage users, and grant them permissions to access resources in your account via the API Console.

Account Alias

Because the same email address can be associated with multiple invited users in different FormSmarts accounts, users have to specify which FormSmarts account they are trying to sign in to on the Log In page. An Account Alias is a unique name that identifies an account, but is easier to remember than an account number.

Before you can allow users to log in to your account, you must create an Account Alias. The account alias must be unique and cannot be changed once set. It should identify your organization and be easy for users to memorize.

To check if you've already set an account alias or find your alias if you've forgotten it, insert the numeric part of your account number into the API endpoint URL and submit a GET request:

To set an account alias, insert the numeric part of your account number into the API endpoint URL and submit a POST request, as demonstrated in this video:

Users

FormSmarts has two kinds of users: account owners and invited users. The account owner or account admin can create online forms and access all resources in the account. Invited users, also called guest users or sub-users, can only access resources (e.g. reports, form entries, form attachments, notes) they are explicitly given permissions to access. A newly created user cannot access any FormSmarts resources, but they can submit a private form.

List Users

To list all the users associated with your account, sign in to the API Console and submit a GET request to the API endpoint URL:

To show the details of single user insert the user's User Id into the URL and submit a GET request:

Create a User

To create a user, submit a POST request as shown in this video. If successful, the new user's Id and password will be returned. There is no way to retrieve a password after the user is created, but you can reset it. Invited users cannot change their own password at this time.

A user is identified by their email. Before a user can be created, the corresponding email address must have already been added to FormSmarts in the Settings Tab of the Form Builder and it must have been verified.

Reset a User's Password

Invited users can't reset their own password at this time.

To reset the password for a user, first list users as described above to find their User Id, then insert the User Id into the API endpoint URL and submit a PUT request:

User Administration

To suspend or reactivate a user or change their email address, find their User Id and insert it into the API endpoint URL, then submit a PUT request:

To permanently remove a user, find their User Id and insert it into the API endpoint URL, then submit a DELETE request:

Permissions

List Permissions Granted to a User

To list the permissions given to a user, find their User Id and insert it into the API endpoint URL, then submit a GET request:

Implicit Permissions

In addition to the explicit permissions returned by a GET request, users may have the following implicit permissions:

Private Forms

All users can submit a private form associated with the same account.

Notes

Notes help you keep track of what you need to do about a form entry. Notes are listed alongside the corresponding form entry and can be viewed by anyone allowed to access the form entry.

Any user that is given permission to access (read) individual form entries (one entry) can add notes and edit their own notes, but can't delete their own notes unless they are granted write permission on individual form entries. The account admin cannot edit but can delete notes created by other users.

Grant Permissions

To give permissions to a user, find their User Id and insert it into the API endpoint URL, then submit a PUT request: