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      How do Private Forms work?

      This article will summarize how private forms function in Corfix and how you can set them up to fit your company's security requirements.

      Managing Private Forms in Corfix

      What Are Private Forms?

      Private forms give you more control over who can see sensitive information.

      • When a form is marked Private at the template level, only the following people can view it:

        • The form creator

        • The form’s signers

        • User's with the Admin Access permission.

        • Users who have the Can View All Private Forms role permission enabled

      This ensures that private forms stay restricted to the right audience.

      Enabling Private Forms on a Template

      1. Go to Templates.

      2. Open the form template you’d like to make private (e.g., Incident Report).

      3. Select the Show Options button.

      4. Toggle Make Form Private to On.

        • All new forms created from this template will now be private by default.

      Controlling Access with Role Permissions

      Access to private forms can also be managed at the Role level through the Can View All Private Forms permission, found under View Forms section.

      • When enabled: Users in this role can see all private forms, regardless of who created or signed them.

      • When disabled: Users in this role can only see private forms they created themselves or where they are a signer, or if they have the Admin Access role toggled on.

      Best Practice for Setup

      1. Review your existing roles under Roles → View Forms.

      2. Toggle Can View All Private Forms:

        • Off for general roles (to prevent broad access).

        • On only for roles where users must see all private forms.

      Example: Restricting Access to a Specific Pair

      • If only you and a small group should see all private forms:

        • Check if there’s already a role that includes just this group.

          • If yes → enable Can View All Private Forms only for that role.

          • If no → duplicate the Admin role—this lets you quickly create the same role without starting from scratch. In the duplicate role, turn the permission On, and assign it only to the specific group of workers who require access and rename the role as needed.

        • In the original Admin role, toggle the permission Off to prevent unnecessary visibility for others.

      Summary

      • Template Level: “Make Form Private” controls whether forms created from that template are private, signers on the form and admins can see these forms.

      • Role Level: “Can View All Private Forms” controls who can see those private forms across the company. Even if a user has admin access but doesn't have “Can View All Private Forms”, they will not see the form.

      By combining these two settings, you can keep sensitive data visible only to the right people.