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Webform Access Configuration
Webform access is a webform sub-module that provided access control for Webform Nodes. Please note it does not provide access control for Webform but for the Webform Nodes. This distinction is crucial to understand.
Webforms are questionnaires. Webform nodes can be considered as containers that display the questionnaire. We prevent all patients from filling the webform (questionnaires) directly and allow access to Webform nodes using the Webform Access Control Module. The following cartoon shows the process.
As can be seen above Webform A, B and C are linked (referenced) to the respective Webform A, B and C nodes. Using Webform Access we restrict the access to the Webform Nodes A, B and C so that designated groups are only able to answer the questions. Note that we do not wish to allow doctors / nurses and coordinators to answer the questionnaires. It is also important that the patients in group A should not be presented with the questionnaires for group B and C and they should not be able access the said questionnaire.
Webform Access module provides its setting through a dedicated called called Access in Webform settings page. This is slightly confusing as there is a seperate access setting for each of the webforms. Note that webform access module provides access control to Webform Nodes not the Webform. The following picture shows where you can expect to see these.
As shown in the screen shot above, the Access tab beside the configuration tab allows users to use the Webform Access configuration. Individual access control for each questionnaire is available under the settings tab for the individual webform. As shown in the image below,the access tab for Webform EORTC QLQ BR23, is the last tab under the Setting section for the questionnaire. This allows you to setup the access for the individual webform.
Before starting with the Webform Access setup it is best to ensure that no one can access the webform. There are two settings that have to be set for each webform to acheive this. The first setting is to prevent the questionnaire from being displayed in its own page. Note that webforms module allows us to create a dedicated URL which shows the webform directly and this page is disabled. We have disabled this setting in the configuration for webforms so that accidentally people are able to see the webform at it's dedicated URL. This setting is available in the following path Webform > Configuration > Forms and then ensure that Form URL path section has the checkbox which states that users to post submissions from a dedicated URL for all webform is "DISABLED".
The next setting is ensuring that no one can submit answers to the questionnaire as a webform. This sounds counterintuitive but is essential to ensure that the correct user sees the correct form. In the screen shot below we can see the access for the PARITY2:XeQls form is restricted such that no one can answer this questionnaire directly. This prevents a user from directly using the link to the questionnaire to submit answers.
We then create a webform node and add this webform node to the desired project. See the Webform Node Configuration page page for more details.
To do this navigate to Structure > Webform and go to the access tab. In that page go to the Groups page and click Add Access Group to add an access group.
This page allows you to define the name of this access group (should be name of the project), give a short administrative summary and select the type of group. Leave the type setting blank for now.
The second section allows specification of access control. The magic happens here.Two things need to be specified:
- The users who will be a part of this access group.
- The webform nodes that will be a part of the group (note multiple selection of webform nodes is possible !).
The third section defines permission for the group. We choose only single one - i.e. Create submissions.
The final section allows defining adminstrators for this group which allows you to select users who can then add other users to this group. The custom notification section allows you to configure emails that will be used to notify of activity performed in this group.
Once this is done you will see a page where the groups, patients and referenced webform nodes are displayed. As understood from the screenshot below, there are 2 group. pat1 and test_pt2 belong in the ICON G group which has a single ICONG questionnaire and is administered by two users. Emails setting is left alone.
This allows us to ensure that patients are able to answer questionnaires to which they are restricted. This is why it is important to ensure that in the webform settings all patients do not get the right to answer the questionnaire else it is techically possible to answer the questions by using the direct link to the webform node.