In this article, we will explore how to configure the form view in the idea approval stages, allowing only idea administrators, superusers, and evaluators to see the field responses, while the idea submitters and other users will have this information hidden. With this feature, you will be able to define, in the campaign settings, who will be able to view the form fields at each approval stage, ensuring that the information is restricted according to each user's permissions. Shall we learn how to configure this?
To facilitate your learning, use the topics below:
- Restrictions tab settings: how to define the form field view in the approval stages
- Visibility control by idea stage
- Changes in view settings
- Display of evaluation criteria and assessments
- Idea view for users without permission
- Idea view for users with permission
Restrictions tab settings: how to define the form field view in the approval stages
To ensure that only authorized users see the approval form responses in the evaluation stages, you must configure the restriction in gear icon > Campaigns > Select the campaign > Pencil icon > Restrictions tab. In this tab, you will be able to choose who can view the mandatory and additional form fields for each stage, with the following options:
- All users: Allows everyone to view the responses.
- Approvers (all stages) and Submitters: Allows both approvers and submitters to view the responses.
- Approvers only (all stages): Restricts the view to approvers only.
- Evaluators (all stages and statuses): Evaluators from all stages and statuses will be able to see the idea's approval forms, regardless of its phase.
| Note: By default, the All users option will be selected. To protect approval information, you can customize who can view it based on superuser, idea administrator, and evaluator permissions. |
Visibility control by idea stage
This feature allows you to define the visibility of the form responses according to the idea stage and the configured permissions, as explained above. This means that if the idea changes status (e.g., from In approval to Implemented), the field responses may remain hidden according to the campaign settings.
If no status is selected, the idea will have no visibility restriction in any status. The Select all option will be visible and can be clicked to select all statuses at once. Alternatively, you can manually choose one or more statuses in which this information will remain restricted. See the image below:
For example, if it is defined that the responses will be hidden in the statuses In approval and Approved, the form fields will not be visible at these stages but will be accessible in other statuses. When moving the idea to a status without restriction, all responses become visible again.
It is important to highlight that changing these settings does not generate new idea flows or impact progress emails, ensuring a transparent adjustment in the campaign process.
Additionally, when returning to previous idea stages, the restriction of the current status will prevail. For example, if the idea was in Implementation, where all users could view the approval stage forms, and it is returned to In approval, where there is a view restriction, this restriction will be applied.
| Note: The configuration of statuses where the responses will be hidden does not apply to hiding the evaluation criteria or technical assessments. To hide these, you need to use the topics Evaluation criteria and Technical assessments. |
Changes in view settings
When modifying the campaign settings on who can view the forms (activating or deactivating this feature), the changes will apply to ALL ideas in the campaign, regardless of their status (in elaboration, in approval, approved, rejected, canceled, in implementation, in implementation validation, or implemented). This ensures consistency in information visibility rules for all involved users.
Also, when changing the evaluator, the previous evaluator will no longer view the form information, being able to access it again only if they are an evaluator in another stage.
Changing these settings does not generate new idea flows or impact progress emails, ensuring a transparent adjustment in the campaign process.
Display of evaluation criteria and assessments
Although the evaluation form responses can be restricted, the evaluation criteria and assessments can be configured to remain visible to all users, being displayed normally as usual. These settings can be made in items 2 and 3, as shown in the image below:
This behavior allows assessments to remain accessible, as well as the evaluation criteria, while the form responses remain protected within the idea. If the view is restricted, the form will be replaced by an empty state.
Idea view for users without permission
When a user does not have permission to view the forms, the content of the approval tabs on the idea page will be replaced by an empty state. As shown in the image below:
In the idea history, where the form fields are mentioned, asterisks will appear instead of the responses. As shown in the image below:
Idea view for users with permission
When an evaluator or another user with permission views the idea, the form will be displayed normally at the stage, with an alert indicating who else these fields are visible to.
As shown in the image below:
The idea history will also be accessed normally, without changes. As shown in the image below:
Thank you for reading the article! š¤
We hope the information was useful and that you clearly understood how the Restrictions tab works. If you have any questions or need further clarification about using the tool, please contact our Product Support team. We are available to help!