Dynamic Forms in ClickTime Australia gives you powerful flexibility to create, manage, and share forms. To keep things secure, access is controlled at two levels:
System-Level Permissions – Defined by the System Administrator.
Form-Level Delegation – Defined by the form’s Creator / Owner.
This guide will help you understand how access works with examples.
System-level permissions decide whether a user has access to the Forms module.
Forms Maintain Access
When enabled, the user is automatically both Form Creator / Owner and Form Approver.
These options are always selected together at the system level (they cannot be separated).
If unchecked, the user cannot see or access Dynamic Forms at all.
Form Creator / Owner
Can create their own forms.
Can edit, delete, publish, unpublish, rename, and clone their own forms.
Can delegate access on their own forms to other users (Maintain or View).
Cannot edit forms created by others unless delegated.
Form Approver
Cannot create forms.
Can only approve, sign, and add notes on forms delegated to them.
Cannot delegate access.
(At system-level, this is always combined with Creator / Owner.)
System Administrator
Full, unrestricted access.
Can view, edit, approve, and delegate all forms, regardless of ownership or delegation.
Contractor Users
Restricted to their own created forms or forms explicitly delegated to them.
Cannot see other contractors’ forms unless delegated.
Even if a user doesn’t have system-level Maintain access, they can still be delegated permissions on individual forms.
Delegation can be:
Maintain (Form Creator / Owner) – Full management of the form.
Maintain (Form Approver) – Approve, sign, and add notes.
View – Read-only access.
Who can delegate?
Only the Form Creator / Owner (or Both) can delegate.
Form Approvers cannot delegate.
When a user creates a form, all other users in the same security profile automatically get View access.
The form’s creator can later revoke this view access or upgrade it to Maintain.
Exception – Contractor and Client Users:
When a Contractor or Client type of Users creates a form, the form will not automatically share view access with other users or contractors.
Contractors must manually delegate access if they want others to view or maintain their forms.
Let’s see how this works in real life:
Peter is the System Administrator.
He can view, edit, approve, and delegate every form in the system.
He does not need delegation from anyone.
If Sam creates a form called “Onboarding”, Peter can still see and edit it.
Sam belongs to the HR profile.
He has Maintain access, so he is both Form Creator / Owner + Approver.
Sam creates a form called “Onboarding”.
Result:
Sam is the owner of the form.
Mike, who shares the HR profile, automatically gets View access to “Onboarding”.
Sam can choose to:
Keep Mike as a viewer.
Revoke Mike’s access.
Upgrade Mike’s role to Approver or Co-Creator.
Sam controls access to his form.
Ali has no system-level access to Dynamic Forms.
Sam creates a form called “Daily Inspection”.
Sam delegates Approver access on this form to Ali.
Result:
Ali logs in and sees only “Daily Inspection” in his forms list.
Ali can approve the form, sign it, and add notes.
Ali cannot create new forms or see any other forms.
Delegation gave Ali limited but useful access without system-level rights.
John is a Contractor.
John creates a form called “Toolbox Talk”.
John can manage this form but cannot see forms created by another Contractor, Jane, unless Jane delegates access to him.
Contractors are always restricted to their own forms or delegated forms.
System Admins (like Peter) always have full access.
Form Creators / Owners (like Sam) control access to their forms.
Users in the same profile (like Mike) automatically get view-only access but can be upgraded.
Users with no system access (like Ali) can still be delegated roles on individual forms.
Contractors are restricted to their own or delegated forms.
| Role / User Type | System-Level Access | Form Creation / Ownership | Delegation Rights | Form Access Scope |
|---|---|---|---|---|
| System Administrator (Peter) | Full unrestricted access. Can view, create, approve, maintain, and delegate all forms. | Yes – on all forms (not limited by ownership). | Can delegate any form to any user (Maintain, Approver, or View). | Sees and manages all forms in the system. |
| Form Creator / Owner (Sam) | Granted when "Forms Maintain Access" is enabled at system level. By default includes Creator + Approver. | Yes – can create, edit, delete, clone, publish/unpublish. | Can delegate their own forms to others as Maintain, Approver, or View. | Can only manage their own forms, unless explicitly delegated others’ forms. |
| Form Approver (Delegated) | No system-level checkbox. Must be delegated at form-level. | No – cannot create forms. | Cannot delegate further. | Can approve, sign, and add notes only on forms delegated to them. |
| View-Only User (Delegated) | No system-level checkbox. Must be delegated at form-level. | No – cannot create or approve forms. | Cannot delegate further. | Can only view forms delegated to them or granted by automatic profile-based viewing. |
| Contractor User | Special restriction: only their own forms or those delegated to them. | Yes – but limited to their own forms. | Can delegate only their own forms (Maintain, Approver, or View). | Cannot see or interact with other contractors’ forms unless access is explicitly delegated. |
| No Access User (Ali) | No Dynamic Forms access at system level. | No – cannot create forms. | Cannot delegate. | Can still access a specific form if delegated (e.g., Ali is an Approver for Daily Inspection). |