Using Owner Groups for Forms and Submissions

Do you have a distributed team where people are responsible for different programs? Do you have people (like reviewers) who only need access to a small number of your forms or submissions? If yes, Owner Groups is for you!

Quick Links:

• What is an Owner Group?
• Creating an Owner Group
• Managing Group Members
• Best Practices

What is an Owner Group?

An Owner Group is simply a collection of two or more administrators.

Previously, you could only assign ownership of a form or submission to one administrator on your team. Now, with Owner Groups, you can assign the same form or submission to multiple administrators at once.

When an Owner Group is assigned ownership of a form or submission, all members of the Owner Group will get in-platform notifications and emails about any activity related to the form or submission.

Only team members with either a Full Administrator or Limited Administrator permission level can be part of an Owner Group. For Limited Administrators, their role must be set to include access to forms and submissions. Learn how to do this here. 

See Best Practices for different scenarios where Owner Groups are helpful.

NOTE: You can create as many groups as you like and a single administrator can be part of multiple Owner Groups. 

Creating An Owner Group

To create an Owner Group, head to the "Forms / Story Generator" page in your left-hand navigation, click on the "Owner Groups" tab, and then click the "New Group" button.

You'll be asked to name your group and then will be taken to the Owner Group Details page where you can add and manage group members.

Managing Group Members

It's easy to add or manage group members for an Owner Group you've created. Simply click the "Manage" button next to your group.

You'll be taken to the Owner Group Details page. From here you can easily add and remove team members and see which forms and submissions the group has been assigned ownership of.

Note: Removing a team member from a group does not change their permission level.

Best Practices

When should you use Owner Groups? The best uses for Owner Groups are to streamline who owns what on your team and for creating a streamlined application review process. Here are some common scenarios:

Remember: In order for someone to be part of an Owner Group, they need to be either a Full Administrator or a Limited Administrator. 

You have team members responsible for different community programs

If your team is organized in a way that certain admins are responsible for specific community programs, you can use Owner Groups to ensure each team member only gets notifications about the forms and submissions that pertain to them. You would simply create an Owner Group for each community program, add your admins to the right group, and then transfer ownership of the relevant forms and submissions to these Owner Groups. 

Your branch/store managers need to review/approve submissions in their region

If you have branch/store managers that are responsible to review submissions made in their region, you can set up an Owner Group for each region and add your branch/store managers to the appropriate group. Also, add a question to your form to ask which region the applicant is from. Then, as those submissions come in, one of your admins can triage and transfer ownership of the submissions to the appropriate regional Owner Group.

You have multiple reviewers who need to review/approve the same submission

If each of your submissions needs to be reviewed by multiple reviewers, you can set up an Owner Group of those reviewers and transfer ownership of those submissions to that Owner Group. All members in that group will receive a notification when the submission is transferred to them. Members in that group would also have the ability to add notes to the submission, identify how much $$ they think should be given out, and/or change the state of the submission.

Streamlining your Owner Groups' experience even further by using Limited Administrator roles

Owner Groups are a great way to organize and manage which admins receive notifications about which forms and submissions.

You can streamline and simplify things even further by using Owner Groups in conjunction with Limited Administrator roles. A "Limited Administrator" can only access and manage the areas of management they are granted permission for, which simplifies their view in management to include only the left-hand navigation pages and tabs they need to see.

Learn more about creating Limited Administrator roles here.