User management in formcycle regulates the authentication of users and their authorization to certain protected areas (administration interface) or resources (forms). When accessing protected areas or resources, the accessing person is first authenticated and then their authorization is checked to determine whether the person also has access to the protected area or resource.

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Authentication

Authentication is used to verify the identity of a logged-in person. In formcycle there are a number of ways to authenticate people. A number of external login services can be configured for this purpose. In addition, the internal system login is available, which authenticates users by entering e-mail or user name and password. Which authentication options are available in the different contexts (administration interface, form and external form record access) is completely variable and can be configured per context.

Login services can be configured in the system settings as well as within clients. Their configuration is basically the same, but there are a few differences in their areas of application.

Client login services

Client login services can only be used in the form context, i.e. they can only be activated for access to forms or their states as an authentication option.

System login services

System login services, on the other hand, can be activated both in the form context of all clients (access to forms) and as an authentication option for the formcycle administration interface (see login page). Which clients are allowed to use a system login service can be restricted at the configuration of the system login service.

Restriction of the use of a login service to one client. The login service may only be used by the selected client for both user filters and form access. All other clients cannot use it. If the restriction is disabled, the login service can be used by all clients.

Authorization

Authorization grants access to protected areas or resources. If an authenticated person is authorized to access a protected area or resource, he or she is authorized to do so. Authorizations can be configured for forms, individual clients or system settings.

People who are only authorized to access forms represent the end users. Meanwhile, users who get access to the administration interface are formcycle users. Each formcycle user has a user profile. The profile can be used to store formcycle preferences, link external accounts, and view authorizations in formcycle, among other things.

Form authorization

The access dialog of forms can be used to configure which login services (and user groups) are required to access the form. The same can be configured for external access to existing form records at the respective state. If no user groups are specified, then the authentication of the user via a login service is its authorization. Furthermore, it can be configured within a form at individual form elements which user groups are required for the form element to be visible / editable. For the assignment of authenticated persons to user groups, see client authorization.

Client authorization

Authenticated persons can be given authorization and thus access to the administration interface of clients by assigning roles. By assigning user groups, authenticated persons can additionally be given access to inboxes and forms (see form authorization).
This can be done by inviting individual users to the client or by defining user filters. For more details, see Users.

System authorization

Selected persons can also be granted authorization to the system settings. These persons then assume the role of a system administrator. See administration of users.