--- title: Permission Types in Aclarian description: Review the different permission types in Aclarian, including form visibility, Form Search, Edit Form, Skip Approver, Data Management access, and report visibility. --- [Skip to content](https://support.aclarian.com/aclarian-client-support-knowledge-base/permission-types-in-aclarian#main-content) English - United States Show submenu for translations [Client Support Portal](https://support.aclarian.com/aclarian-tickets?hsLang=en-us) [![BRANDING ELEMENTS LIBRARY (11)](https://support.aclarian.com/hs-fs/hubfs/BRANDING%20ELEMENTS%20LIBRARY%20(11).png?width=500&height=141&name=BRANDING%20ELEMENTS%20LIBRARY%20(11).png)](https://Aclarian.com) Open main navigation Close main navigation - English - United States Show submenu for translations - [Client Support Portal](https://support.aclarian.com/aclarian-tickets) How can we help you? - There are no suggestions because the search field is empty. 1. [Aclarian Client Support Knowledge Base](https://support.aclarian.com/aclarian-client-support-knowledge-base?hsLang=en-us) 2. [User Management](https://support.aclarian.com/aclarian-client-support-knowledge-base/user-management?hsLang=en-us) May 14, 2026 # Permission Types in Aclarian ## Understand what each permission allows across forms, workflow, reports, and data management. #### Overview Aclarian permissions control what users can see and do in different areas of the system. This article explains the main permission types and when each one should be used. #### Quick links - - [Forms permissions](https://app.hubspot.com/chatspot-widget-ui/46950108/chat#forms-permissions) - [Form Search - All Forms](https://app.hubspot.com/chatspot-widget-ui/46950108/chat#form-search---all-forms) - [Edit Form](https://app.hubspot.com/chatspot-widget-ui/46950108/chat#edit-form) - [Skip Approver](https://app.hubspot.com/chatspot-widget-ui/46950108/chat#skip-approver) - [Data Management permissions](https://app.hubspot.com/chatspot-widget-ui/46950108/chat#data-management-permissions) - [Reports permissions](https://app.hubspot.com/chatspot-widget-ui/46950108/chat#reports-permissions) - [Permission quick reference](https://app.hubspot.com/chatspot-widget-ui/46950108/chat#permission-quick-reference) #### Forms permissions Forms permissions control whether a user can see, initiate, and edit forms within a module. ### Visible The **Visible** permission allows a user to: - - see a form - initiate a form - edit a form when it is available to them in workflow ### How form access works A simple way to think about form access is whether the form is currently on the user’s desk. - - If a form is in **Draft** status, it can be edited by the initiator - Once submitted, it moves to the approver and the initiator can no longer edit it - If the form is sent back, it returns to the initiator and can be edited again ### Deleting a form Only the initiator can fully delete a form, and only when the form is on that initiator’s desk. Approvers can choose to **Decline** a form. This removes the form from workflow, but the record remains available in Form Search under **Denied**. #### Form Search - All Forms By default, users can see: - - forms they initiated - forms where they are an approver When **Form Search - All Forms** is enabled, users can see all forms of that type, whether or not they were involved in the workflow. ### When to use it This permission is commonly appropriate for: - - supervisors - administrators - finance teams - auditors #### Edit Form The **Edit Form** permission allows a user to edit a form at any point in workflow, even when the form is not currently assigned to them. ### Important behavior When a form is edited using this permission: - - the workflow approval process restarts - the form returns to the beginning of the approval chain - all approvers can review the updated version ### When to use it This permission should usually be limited to: - - administrators - power users > **Important:** Because this permission restarts workflow, it should be assigned carefully. #### Skip Approver The **Skip Approver** permission allows a user to move a form past an approver in workflow. ### When to use it Use this permission only for exception situations, such as: - - an unexpected absence - an urgent interruption in the approval path ### For planned absences If an absence is planned, use the **User Designation Form** to assign a temporary alternate approver. ### System tracking When Skip Approver is used, the system records: - - who approved the step - which approver was skipped - the date and time of the action > **Tip:** Use this permission sparingly to preserve workflow integrity. #### Data Management permissions Data Management permissions control access to records outside of forms. There are two main permission levels. ### Visible Use **Visible** when the user should be able to: - - see records - view data without making changes ### Edit Use **Edit** when the user should be able to: - - update data directly - modify records outside of forms ### Important notes - - The **Audit Log Report** tracks changes made through forms - Changes made directly in Data Management are not tracked in the same way - If a user has **Edit** access in Data Management, they should also have **Edit Form** permissions for related forms > **Note:** Direct edits may reduce visibility into how a change was made compared to form-based updates. #### Reports permissions Reports permissions are view-only. Users can either: - - see a report - not see a report Reports do not include edit permissions. #### Permission Quick Reference | Permission | What it allows | When to use it | Key consideration | | --- | --- | --- | --- | | Visible | See and initiate forms; edit when the form is in Draft or sent back | Standard access for most users | Editing depends on workflow status | | Form Search - All Forms | View all forms of that type across the system | Supervisors, finance, auditors, administrators | Default behavior already includes forms the user initiated or approves | | Edit Form | Edit a form at any point in workflow | Administrators or power users | Edits restart workflow from the beginning | | Skip Approver | Bypass an approver in workflow | Unexpected absences or urgent exceptions | Use sparingly; the system logs the action | | Data Management - Visible | View system data records | When visibility is needed without changes | No edit capability | | Data Management - Edit | Modify system data records | Administrative or operational roles | Direct changes are not tracked in the same way as form-based changes | | Reports - Visible | View reports | Based on reporting needs | Reports do not include edit access | - [Billing/AR](https://support.aclarian.com/aclarian-client-support-knowledge-base/billing-ar?hsLang=en-us#main-content) - [Forms](https://support.aclarian.com/aclarian-client-support-knowledge-base/billing-ar?hsLang=en-us#forms) - [Data Management](https://support.aclarian.com/aclarian-client-support-knowledge-base/billing-ar?hsLang=en-us#data-management) - [Budgeting](https://support.aclarian.com/aclarian-client-support-knowledge-base/budgeting?hsLang=en-us#main-content) - [Forms](https://support.aclarian.com/aclarian-client-support-knowledge-base/budgeting?hsLang=en-us#forms) - [Data Management](https://support.aclarian.com/aclarian-client-support-knowledge-base/budgeting?hsLang=en-us#data-management) - [Reports](https://support.aclarian.com/aclarian-client-support-knowledge-base/budgeting?hsLang=en-us#reports) - [Capital Assets](https://support.aclarian.com/aclarian-client-support-knowledge-base/capital-assets?hsLang=en-us#main-content) - 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