Job Level Restrictions for Custom Forms

Before you begin

This article provides instructions on restricting the access to custom forms from the job level.
However, you must also define the permissions to view or edit ServiceCustomData or GuestCustomData at the organization level (Organization > Security Roles > select the role name > click the Permissions tab > ServiceCustomData or GuestCustomData fields).
Read the Important section below to understand how both these levels of permission work as a combination.

Overview

In Zenoti, you can have multiple custom forms to capture additional data for a guest, service, or an opportunity. Apart from the security role based permissions enabled at the organization level, you can restrict the access to view and edit specific forms at the job level.
For instance, you can give the “Nurse” job the permission to view the form but not make changes to it. You can then provide the “Doctor” job the permission to edit the same form.
This is especially useful to prevent unauthorized access to sensitive guest information.

To restrict access to custom forms at the job level:

  1. Ensure that you are at the organization level.
  2. Navigate to Admin > Custom Fields > Custom Forms > select the form for which you want to restrict access.The Edit Custom Form page opens.
  3. Click the Permissions tab.
  4. Select a job from the Job drop-down list.
  5. Select one of the following as Permission:
    • View: Employees with View access can view the form, but they do not have the permission to edit the form.
    • Edit: Employees with Edit access can edit and view the form.
  6. Click Add.
  7. The permission is now applied successfully.

 joblevel1.jpg

Note that you may also add Custom Forms to Jobs directly from the Organizational level > Employee > Jobs > Name of the Job > Forms > Select the Form > Specify the Permission (View/Edit) > Add.

JobLevel_Forms.png

Important:

The job level permissions defined above work together with the security based role permissions enabled at organization level (Organization > Security Roles > select the role name > click the Permissions tab > ServiceCustomData or GuestCustomData fields may or may not have the View and Edit checkboxes enabled).

Note: Zenoti first checks the role based permission at the organization level, and then considers the permission at the job level.

Example:
Employee X is assigned a “Doctor” job and employee Y is assigned the job of a “Nurse”. Both employees X and Y have the role of a therapist.
At the organization level, if the Therapist role has both View and Edit permissions for all custom forms, then you can limit the access to specific custom forms at the job level.
For instance, at the job level you can give the Doctor job the permission to view and edit the form and give the Nurse job the permission to only view the form.
joblevel2.jpg

The following table outlines the combination of permissions required for employees to view or edit the custom data forms:

Job Level Permission
(View or Edit)
Security Role Permission enabled for ServiceCustomData/ GuestCustomData

(View or Edit)
Impact on accessing the custom data form
 Not provided  

View: Enabled

Edit: Enabled
Access to the custom data form is determined on the security role permission enabled
 Edit

View: Disabled

Edit: Disabled
Cannot view or edit the custom data form from the guest profile or appointment book
 View  

View: Enabled

Edit: Disabled
Can only view the custom data form from the guest profile or appointment book, and cannot edit or save a version of the form
 View

View: Disabled

Edit: Enabled
Can only view the custom data form from the guest profile or appointment book, and cannot edit or save a version of the form
 Edit  

View: Enabled

Edit: Disabled
Can only view the custom data form from the guest profile or appointment book, and cannot edit or save a version of the form
 Edit  

View: Enabled

Edit: Enabled
Can view and edit the custom data form from the guest profile or appointment book
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