Authorization structure
Category: Management
Version: 1.0
Last Updated: March 02, 2026
Author: Any2Info
Description
The Authorization structure is used to determine which users can see which forms within a collection.
It uses a tree structure to define visibility. The structure works bottom-up, meaning visibility increases as you move up the hierarchy.
An authorization structure can be reused across multiple forms. If multiple forms share the same authorization logic, only one authorization structure needs to be created.
Authorization structures can be created and managed in: Management → Authorization structure
How It Works
Tree-Based Visibility
An authorization structure always contains:
One root node (this is the name of the authorization structure)
Child nodes below the root
A strict hierarchical tree (only one root per structure)
Visibility Rules
Lowest Level (Leaf Nodes)
Users in the lowest node:
✅ See forms assigned to themselves (The creator is the default assignee)
❌ Do NOT see forms of users in the same node
❌ Do NOT see forms of users in sibling nodes
Users in the same node do not see each other’s forms.
Parent Nodes
Users in a higher-level node:
✅ See their own forms
✅ See forms of users in all child nodes below (recursive)
Visibility flows upward in the tree.
Multiple Node Membership
A user can be added to multiple nodes.
If a user exists in multiple nodes:
Their visibility is the combined result
There is no conflict resolution
All visible users are merged together
User Groups
Not only individual users can be added to a node, but also user groups.
If a user group is added:
All members inherit the node’s permissions
This is dynamic
If a user leaves the group, their permissions are automatically removed
If a user is added to the group, they automatically inherit the permissions
Roles Within the Authorization Structure
A node can be assigned a role.
Roles are defined within the platform and determine what a user is allowed to do (for example: access dashboards, forms, AI agents).
Example:
Role:
EmployeesRole:
Employees with expense option
The role determines:
Whether a user can create or use certain forms
The authorization structure determines:
Whose forms a user can see
Example:
A user may have the right to fill out an Expense form
The authorization structure determines whose expenses they can view
All users in the node and its child nodes automatically inherit the assigned role.
Variables
Authorization structure nodes can define collection variables.
Instead of assigning a variable to individual users, the variable can be assigned at node level.
Inheritance Rules
Variables are inherited downwards
The value of the closest node wins
Example:
Level 1 sets Variable = A
Level 3 sets Variable = B
A user in Level 4 → gets value B
A user in Level 2 → gets value A
If:
Only Level 3 has a value
A user is in Level 2
Then:
The user does not receive a value
Inheritance only works upward to the nearest ancestor with a value
Example Structure
Example hierarchy:
CEO (top level)
Departments (second level)
Employees (third level)
In this scenario:
The CEO sees all forms
Department managers see all forms within their department
Employees only see their own forms
Sample structure:
Using Authorization Structures in Forms
A form can have one authorization method.
Available authorization methods:
None → Everybody sees everything.
Personal → Everybody only sees their own forms.
Authorization structure → A structure must be selected from a dropdown. → Visibility is determined by the selected structure.
Manager → Users see:
Their own forms
Forms of users for whom they are registered as manager
If no authorization structure is selected (when using "None"), everyone sees all forms.
Reusability
A collection can contain multiple authorization structures.
A form can only have one authorization structure.
Authorization structures can be reused across multiple forms.
Authorization structures can be edited after being linked to forms.
Changes apply immediately once a form is saved.
Changelog
Version
Date
Change
1.0
March 02, 2026
Initial document & documentation
Last updated
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