The dialog for editing the access and availability configurations of a form (see figure) can be opened by clicking the Access button in the form menu.

Online

The online checkbox lets you switch the form on-/offline. When set to offline, the form cannot be viewed or submitted. Use this for example when you wish to perform maintenance operations.

Availability window

This lets you limit the form's availability to a certain time range. When the form is not available, it can neither be viewed nor submitted. When no limit is set for available from and Available until, no restriction applies.

Frontend server

By default the form can be accessed on the master server. The form may be made available on a frontend server as well, if one has been configured for the client. If no frontend server is selected the form is only accessible on the master server.

Login protection

This fieldset allows you to restrict access to the form only to a selected group of users.

Accessible by

Only users that are members of the selected groups will have access to the form (open, fill out, submit, ...). If a user without permission tries to access the form he/she will be greeted with a login dialog (HTML templates).

Auto login (SSO)

When this options is activated, the form can be opened only with a valid domain login. Available only for licenses with the option NTLM.

Password protection

In order to limit access to the form one can also set a form password. This password must be entered everytime to view, fill out and submit the form.

Editing protection

Only users belonging to the selected user groups may access, edit, or submit this form. An error message is displayed when an unauthorized user attempts to open the form.

Data protection

When the option anonymize is activated, the user name of the user who submitted the form is not logged in the system's protocol.

One-time submission ID

Some forms may only be sent once per user or mail address. This forms allows you to configure an ID template that should contain variables, so that submitted forms with the same generated ID as already existing form records are rejected.

Assuming a form contains an input field tfMail, the following one-time submission ID can be used to limit form submissions to distinct mail addresses.

Every time a form is submitted, the one-time submission ID is generated from the value of the input field tfMail. If there exists a form record with this ID already, the submission is rejected and an error message is displayed. This error message can be customized by editing the HTML system template One-time submission error.

Available variables are form value variables and template variables.

In case the generated one-time submission ID is empty after all variables were replaced, the check is skipped and the form submission is not rejected. It is recommended you mark all form fields for the one-time submission ID as required.

The one-time submission ID must not be longer than 1024 characters. If possible, set a length restriction on the corresponding form fields in the Xima® Formcycle Designer.

When changing the one-time submission ID template, you can update all existing form records with the button to the top left. In case this result in duplicate IDs, the update process is aborted and all conflicting form records are shown. If the ID template is empty and an update is performed, all existing IDs are removed.

Settings per state

These settings can be configured separately for each state.

Unregistered review

When this option is enabled, form records with this state may be viewed by anonymous users, assuming they have got a link to the form with the process ID.

When this option is disabled, users need to sign in in order to gain access to form records.

Delete form records

Whether a form record with this state can be deleted in the inbox.

Settings per user group

These settings can be configured separately for each user group.

View forms

Whether users belonging to this user group may view the form. When no user group is selected, no restriction applies and all users may view the form. When a restriction to certain user groups is set, a login screen is shown when trying to open the form.

Edit forms

Whether user belong to this user group may edit the form in the Xima® Formcycle Designer. When no user group is selected, all user may edit the form.