Within the Admin page, there are two different types of user roles: Organization and Product.
Organization Roles are designated to what the user can do within the Admin Panel. Product Roles designate what the user can do within a particular product (Forms, Documents, or Sign as examples).
Organization Role Types
Organization Admin
The Organization Role can:
- Invite users to an account
- Assign Organization roles
- Add new users to existing products (paid or trialing) and set their product roles
- Edit account settings
- Trial new products
(Organization)Standard User
A Standard user within an Organization can:
- View and edit their profile information and personal security settings (2FA, password)
- View product information and request that a trial of a new product be started by a organization admin
- Can potentially be given billing access, SSO configuration & the ability to manage standard users(Check out this article for more information on how to grant this level of standard role permissions)
Organization Admin and Organization Standard User Rules
- A Standard User can be an Admin user at the product level
- A Organization Admin can be a standard user at the product level
- A Organization Admin can have no product roles
- A Standard user can have no product roles
- A Organization Admin can be an Admin user on one product and a Standard user on another
Product Role Types
The product role type determines the level of access each of your users will have within a specific product. We've put together a list underneath the image below that takes you through the differences of each product role type.
Product Admin User - This user type has full access to the product it's assigned to.
Product Standard User - As permitted, Standard users can create forms, documents, and workflows and can be setup with granular level permissions based on account needs. This user can also be assigned to a Formstack Forms Workflow or a Workflows Workflow as well as the ability to see and use the Workflows Workspace.
Participant User - This is specific to Formstack Forms Workflows only. This user can be assigned to a Forms Workflow and see the Forms Workflows Workspace but does not have permission to see submissions or edit forms.
Workspace User—This user can only view the Workflows Workspace. This workspace allows the user to log in and see the specific tasks assigned to them in the Workflows product.
Note: Anyone can be assigned to a workflow in the Workflows product. They do not have to be users to be assigned and fill out their part of the process via email, but they do need to be users to see the Workspace feature.
Analyst User - The Analyst user role, available to Formstack Forms and Suite customers, enables Administrators to grant limited, submission-only access to the Forms application without requiring a full-access user seat. This role offers a cost-effective solution for users who primarily need to view or manage form submissions.
Note - When a user is assigned the Analyst role in Forms or Workflows, it is not possible to grant them a higher level of access in other Formstack applications (Forms, Docs, Sign).
For a full list of product role types by product, please see below:
Forms
- Admin
- Standard
- Participant
- Analyst
Documents
- Admin
- Standard
Sign
- Admin
- Standard
Workflows
- Admin
- Standard
- Workspace
- Analyst
Note: The number of user seats available to you is based on your plan. For instance, Workspace & Participant user seats are only available as an option if you've purchased them alongside your plan. If you're interested in adding these user types to your account, please check out this link for getting in contact with our sales team.