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Introducing the New Account Dashboard

A major refresh of the account section of the site introduces several new tools and capabilities:

• Easily create sub-users and share forms with them with the User Management dashboard
• Review activity in your account in the new Account Activity pane
• Invited users now have their own account dashboard

Contact Information

Many customers rely on FormSmarts to receive timely form notifications critical to their organization. Unfortunately, we’ve been in the past left without any ways to contact some members after all email addresses in their account bounced our emails.

The Contact Information panel of the account dashboard now allows you to set a secondary email address and mobile phone number we will use in situations were we are unable to contact you via the primary email address associated with your account (i.e. your login email).

To set a secondary email, select one of the verified email addresses in your account, or add a new email in the Settings Tab of the Form Builder, verify it, then go back to the account dashboard to set the new address as your secondary email.

If your organization gets its email service as part of a web hosting package, we recommend using your personal email (e.g. Gmail account) as a secondary email.

To set a phone number, enter your cell phone number including the international dialing code (e.g. +1, +44,…). FormSmarts will send you a text message with a code to verify your number. Enter the verification code in the space provided and tap Verify to verify your number, then Update Contact Info to save the new number.

User Management Dashboard

The User Management Dashboard illustrated above allows you to view and manage existing users in your account, create new ones, and change their permissions on individual forms.

Click the button showing a vertical ellipsis to access the Actions menu for the corresponding user.

You can:

• Edit a user’s permissions on your forms and share new forms with them
• Change the email address associated with a user
• Reset a user’s password
• Turn off a user’s two-factor authentication
• Suspend a user
• Permanently delete a user

Create a User

To create a new user, enter their name and select their email address in the list of verified emails in your account. If needed, click the button showing a plus sign to add and verify a new email address.

Click Create User button.

The newly created user doesn’t have any permissions on any of your forms but has implicit permissions. They can, for instance, submit Private Forms.

Share a Form with a User & Edit Form Permissions

Tap the Edit Permissions option in the Actions menu of a user to launch the User Permissions settings.

To allow a user to access submitted data for a form, first share the form with them: select (or search for) a form in the list and click Share.

FormSmarts will give the user the necessary permissions to view a single form entry online, download a copy in PDF, view uploaded documents (form attachments), and add notes and tags to a form entry.

You can adjust permissions to additionally authorize the user to edit a form submission and generate a spreadsheet with aggregated form responses.

Account Activity

The new Account Activity panel allows you to review and audit the session history of all users who have accessed your account in the last thirty days.

A separate table lists Administrator Sessions and User Sessions.

Sign a User Out

Should you suspect or become aware of an unauthorized access to your account while it is still taking place, you can immediately sign the user out and invalidate their session with the Log Out of Other Sessions and Log User Out buttons.

• Click Log Out of Other Sessions to immediately invalidate all administrator sessions other than the one you are currently using
• Select a user in the list of users with an active session and click Log User Out to immediately log them out

Invited User Dashboard

FormSmarts sub-users can also access the account dashboard to perform actions and view information relevant to them:

• View a list of forms you’ve shared with them and actions you’ve allowed them to perform
• Review their recent account activity to check no one else has accessed their account
• Change their password
• Set up two-factor authentication

Posted by FormSmarts on Aug 3, 2020 at 7:43 am in form builder.
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Tags: collaboration, file upload, form attachment, form builder, form to pdf, team, user

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