Collaborators

Collaborators are users who have access authorized by the owner to interact with the forms available in their workspace. These collaborators can perform different functions based on the access profiles assigned to them, ensuring that activities within HashData are carried out in an organized and secure manner.

Some tasks that can be given to collaborators are: managing forms, collecting data, managing collected data or even managing other collaborators, and they can even take on all the owner's tasks, except:

• Change the name of the workspace;
• Modify the license of use, or
• Delete the owner of your own workspace.

To create or edit collaborators and manage their permissions, click Collaborators , available from the Main Menu.

Groups (Organizational Units)

The recommended way to organize employees in a workspace is to place each of them in groups or organizational units. These groups can, for example, reflect the company's organizational structure, in order to facilitate the management of employees, the distribution of their responsibilities and the control of access to forms.

Important!

This way, when there are new collaborators or new forms, the access settings will be applied automatically, making it easier to manage access to forms.

Learn more how to organize forms into folders.

How to register groups

Groups are organized into levels. Each group at a higher level can contain as many subgroups as necessary. Each subgroup, in turn, may also contain other subgroups.

1. To include a group at the first level, click New group , choose the group name and confirm;
2. To the right of each group, click the More Options... button :

• New subgroup: creates a new subgroup;
• Change: changes the group name;
• Authorized folders: defines which form folders the group will have access to;
• Delete: deletes the group.

3. The Authorized Folders button allows you to manage which form folders the group is authorized to access. When you click this button, all available form folders are displayed on the right side of the screen. Select the folders that the group should have access to.

Access inheritance

For example, consider a group named Human Resources, inserted into the Administrative Department group and Financial, which has four subgroups: Organizational Climate, Benefits Management, Recruitment and Selection and Training and Development. When including an employee in the Human Resources group, this employee will not have access to the form folders in the Organizational Climate subgroup, for example. If this access is required, it must be configured directly in the Human Resources group.

On the other hand, when selecting form folders, there is access inheritance, that is, when selecting a certain folder of forms, its subfolders are automatically selected.

For example, consider a set of folders that reflects the organizational structure of the previous example, that is, a folder called Human Resources, inserted in the Administrative and Financial Department folder, which has four subfolders: Organizational Climate, Benefits Management, Recruitment and Selection and Training and Development, each of them storing specific forms. When selecting the Human Resources folder to grant access to the Human Resources group, all subfolders of the Human Resources folder are automatically selected.

Invite collaborators

Through the invitation, the owner defines who are the collaborators who can interact with his workspace and perform the tasks determined by him:

1. To invite collaborators, click to open the invitation configuration dialog;
2. Collaborators can be added to the invitation one by one using the Add collaborator option, or you can import a list with all emails by clicking Import list;
3. Choose the group that employees should be part of;
4. Set invitation permissions. Learn more...
5. Each collaborator will receive an email to accept the invitation. Acceptance directs the collaborator to the Hashdata system so that they can create an account in the system, if they do not have one.

Hashdata account required

A given collaborator is not allowed to accept an invitation from their own workspace.

Learn more how to create a user in Hashdata.

Invitation email not received?

It is also recommended that the address no-reply@hashdata.com.br be registered in the contact list.

6. Once collaborators have accepted the invitations, they will be available in the defined groups, i.e., it is necessary to select the group to view the invited collaborators.

Invite Permissions

• Collect data: allows the employee to access published forms and collect data;

• View collected data: Viewing collected data allows the collaborator to:

  • View collected data (collection list);
  • View graphs (aggregated data);
  • Generate PDF of the collection;
  • View and download the collected photos (ZIP file).

• Manage collected data: This permission grants the collaborator the same access as the View collected data permission, plus:

  • Edit and delete collections;
  • Delete all collections at once;
  • Share collection (in PDF format) by email directly from the system;
  • View private forms (but to respond you need the collect data permission on these forms);
  • View the dashboard "Number of responses (current month and previous month)".

• Respond follow-up: grants the contributor permission to respond to follow-up questions (follow-up), which are used to document actions and follow-ups after the form has been answered. Learn more...

• Manage Collaborations: With the Manage Collaborators permission, you are allowed to:

  • View collaborator invitations;
  • Cancel collaborator invitation (before accepting);
  • Invite collaborator;
  • View collaborations;
  • Edit and delete collaboration;
  • Create, modify, and delete collaborator groups;
  • Organize collaborators into groups.
  • Authorize and revoke access of collaborators/groups to folders/forms;
  • View authorized access;
  • Change permissions of other collaborators.

• Manage Forms: The Manage Forms permission grants the collaborator:

  • Create, edit, clone, share, and delete forms;
  • View private forms (but to respond you need the collect data permission on these forms);
  • Create, edit, clone, view, and delete notifications about collections;
  • Publish, unpublish, and archive forms;
  • Simulate responses to forms;
  • Accept a form shared by another user;
  • Create, edit, and delete form folders;
  • Organize forms into folders.

• Manage systems integration: grants the collaborator permission to transfer collections directly from HashData servers to a local server, a cloud server or even third-party servers. Learn more...

• View logs (actions, modifications): with this permission, the collaborator has access to the functionality of viewing the logs of forms and responses, which allows them to monitor all changes. Learn more...

Manage collaborators

All collaborators are identified with the avatar .

1. Click More options... , located to the right of the record;
2. A drop-down menu opens with the following options:

• Access to forms: defines access to forms individually or to form folders;
• Change Password: This option is only available to users who were migrated from the previous version system and who do not yet have a confirmed email address. After email confirmation, the user can use the password recovery procedure if they have forgotten it or need to change it;
• Delete: this option deletes a collaborator's access to a specific workspace, i.e., it does not delete the collaborator (user) from the Hashdata system. If this employee has access to other workspace, he will be able to use the system normally.

3. Choose the desired option.

Device Accounts

Device accounts are special types of accounts because they are not tied to a specific person. These accounts are only allowed to access the mobile version of Hashdata, available for Android and IOS.

These accounts are used solely to collect data, without the need to associate the person responsible for the collection.

By accessing the mobile version of Hashdata with a device account, a given person is allowed to perform data collections on selected forms, contained in the workspace in which they were created.

Stay tuned!

Device account cannot be a recipient of notifications and emails.

Manage device accounts

All device accounts are identified with the avatar .

1. Click More options... , located to the right of the record;
2. A drop-down menu opens with the following options:

• Form access: defines access to individual forms or to form folders;
• Promote to collaborator: Promotes the device account to collaborator;
• Change Password: This option is only available for device accounts that were migrated from the previous system version and that do not yet have a confirmed email address. After email confirmation, the user of the device account will be able to use the password recovery procedure, if they have forgotten it or need to change it;
• Delete: Deletes the device account.

Promote to collaborator

However, in the promotion, it is necessary to link a new access credential with email and password. The email must be unique in the HashData, and an email from another account cannot be reused. The user must then confirm the email on the first login with the new credentials.

3. Choose the desired option.

Recommended process for managing employees