Who is this article for?

Full Users who want guidance on making Forms Confidential.

Administration Access is required set up Confidential Registers. Only a Full User can manage Confidential Forms.

Forms in Assurance can be marked as confidential, which means that only selected Full Users will be able to view the Form.

In this article, you will learn about:

1. What Happens When a Form Is Made Confidential
2. Setting Up Confidential Forms
3. Making a Form Confidential
4. Accessing Confidential Forms

1. What Happens When a Form Is Made Confidential

Marking a Form confidential means that it:

• will only be visible to selected Full Users, the Person Responsible and any Approvers.
• will not appear on any List Screens.
• will not appear in the search results.
• will not appear in any report (even if the Full User creating the Report has Access Rights to the Confidential Forms).
• will not appear in the Linked Registers and Forms section.

2. Setting Up Confidential Forms

1. Select the Administration Gearwheel and select Registers and Forms Templates.
2. Select the Name of the desired Register and Form Template that you want to set up confidential forms (provided you have access to the template).
3. Under the Details tab, make sure that Ability to make Register and Form Confidential is set to ‘Yes’.
4. Then, directly below that field you will see a new field labelled Users with access to Confidential Registers and Forms. This is where you can select what users will be able to access the Register and Form entry that you have marked confidential.

Please note
The Person Responsible and any Stage Approvers will also retain access to the Confidential Form, in additional to the selected Full Users. They will need to retain their access to perform their required tasks.

Please note
Super Users and Administrators will also lose access to the Confidential Forms, unless they have been explicitly selected as part of the group with access.

3. Making a Form Confidential

Once the Register Template is configured to allow confidential Forms, follow these steps to mark a Form as confidential:

1. Navigate to your desired Form
2. Under the Details tab, select on the More Action Menu (three vertical dots)
3. Select Make Confidential.

A pop-up modal will appear warning you that access will be restricted. To confirm the action, select the blue Confirm button.

You will now see a bar under the Status of the Form confirming that it has been marked Confidential.

To remove the confidential status from a Form, select on the More Action Menu (three vertical dots) and select Remove Confidential.

4. Accessing Confidential Forms

As marking a Form as Confidential removes it from the normal Register and Forms List Screens, to view any Confidential Forms that you have access to, select on Registers and Forms at the top left-hand side of the screen and select Confidential Registers and Forms.

The Confidential Registers and Forms List Screen will display all the Confidential Forms that you have access to.

Tip
If you manage a large number of Confidential Forms, consider setting up and saving filters to your commonly accessed Registers.