{"id":276,"date":"2021-08-14T05:12:55","date_gmt":"2021-08-14T05:12:55","guid":{"rendered":"https:\/\/formsflow.ai\/?p=276"},"modified":"2026-04-29T21:34:47","modified_gmt":"2026-04-30T05:34:47","slug":"setup-users-groups-roles","status":"publish","type":"post","link":"https:\/\/formsflow.ai\/setup-users-groups-roles\/","title":{"rendered":"Setup Users, Groups &#038; Roles"},"content":{"rendered":"<h2><b>User Roles Explained<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Once a Designer has created and published applications for use in formsflow.ai, online applications can be submitted by end-users (clients) that can access City services. An email is triggered when an application is submitted to alert the appropriate staff user (reviewer) to review the application. The reviewer has several options when completing their tasks. They can approve, disapprove, or return the form to the client for any additional information needed to ensure that the application is complete before it can be approved.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">We can broadly divide the actors or users involved as:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Client &#8211; submits the application\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Reviewer &#8211; takes a decision on the application<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Designer &#8211; designs the business license application form\u00a0<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Based on the actors involved, the user, group, and role creation and management are performed in Keycloak by the Keycloak administrator.\u00a0\u00a0\u00a0\u00a0<\/span><\/p>\n<h2><b>How To Configure User Roles in formsflow.ai<\/b><\/h2>\n<h3><b>1. Create Users<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Users are created in Keycloak by choosing the appropriate realm and navigating to the User menu\u00a0\u00a0<\/span><\/p>\n<p><img fetchpriority=\"high\" decoding=\"async\" class=\"alignnone wp-image-664\" src=\"https:\/\/formsflow.ai\/wp-content\/uploads\/2021\/08\/New-Project-16.png\" alt=\"formsflow.ai keycloak setup\" width=\"700\" height=\"336\" srcset=\"https:\/\/formsflow.ai\/wp-content\/uploads\/2021\/08\/New-Project-16.png 1084w, https:\/\/formsflow.ai\/wp-content\/uploads\/2021\/08\/New-Project-16-300x144.png 300w, https:\/\/formsflow.ai\/wp-content\/uploads\/2021\/08\/New-Project-16-1024x491.png 1024w, https:\/\/formsflow.ai\/wp-content\/uploads\/2021\/08\/New-Project-16-768x368.png 768w\" sizes=\"(max-width: 700px) 100vw, 700px\" \/><\/p>\n<h3><b>2. Set User Credentials<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Once the user is created, the login credentials are set in the credentials tab\u00a0\u00a0<\/span><\/p>\n<p><img decoding=\"async\" class=\"alignnone wp-image-666\" src=\"https:\/\/formsflow.ai\/wp-content\/uploads\/2021\/08\/New-Project-18.png\" alt=\"formsflow.ai keycloak 2\" width=\"700\" height=\"435\" srcset=\"https:\/\/formsflow.ai\/wp-content\/uploads\/2021\/08\/New-Project-18.png 660w, https:\/\/formsflow.ai\/wp-content\/uploads\/2021\/08\/New-Project-18-300x186.png 300w, https:\/\/formsflow.ai\/wp-content\/uploads\/2021\/08\/New-Project-18-350x217.png 350w\" sizes=\"(max-width: 700px) 100vw, 700px\" \/><\/p>\n<h3><b>3. User Group Mapping<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Navigate to the Groups tab to map the user the appropriate group.<\/span><\/p>\n<p><img decoding=\"async\" class=\"alignnone wp-image-665\" src=\"https:\/\/formsflow.ai\/wp-content\/uploads\/2021\/08\/New-Project-17.png\" alt=\"formsflow.ai keycloak 3\" width=\"700\" height=\"360\" srcset=\"https:\/\/formsflow.ai\/wp-content\/uploads\/2021\/08\/New-Project-17.png 680w, https:\/\/formsflow.ai\/wp-content\/uploads\/2021\/08\/New-Project-17-300x154.png 300w\" sizes=\"(max-width: 700px) 100vw, 700px\" \/><\/p>\n<p><span style=\"font-weight: 400;\">For more information on creating user roles see our <\/span><a href=\"https:\/\/github.com\/AOT-Technologies\/forms-flow-ai\/tree\/develop\/forms-flow-idm\"><span style=\"font-weight: 400;\">Keycloak Setup page<\/span><\/a><span style=\"font-weight: 400;\"> on GitHub.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>User Roles Explained Once a Designer has created and published applications for use in formsflow.ai, online applications can be submitted by end-users (clients) that can access City services. An email is triggered when an application is submitted to alert the appropriate staff user (reviewer) to review the application. The reviewer has several options when completing&hellip; <a class=\"more-link\" href=\"https:\/\/formsflow.ai\/setup-users-groups-roles\/\">Continue reading <span class=\"screen-reader-text\">Setup Users, Groups &#038; Roles<\/span><\/a><\/p>\n","protected":false},"author":1,"featured_media":15068,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"content-type":"","inline_featured_image":false,"_jetpack_memberships_contains_paid_content":false,"footnotes":""},"categories":[5],"tags":[],"class_list":["post-276","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-tutorials","entry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v23.7 (Yoast SEO v23.7) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Setup Users, Groups &amp; Roles - Best Low Code Form Automation Platform | formsflow.ai<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/formsflow.ai\/setup-users-groups-roles\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Setup Users, Groups &amp; Roles\" \/>\n<meta property=\"og:description\" content=\"User Roles Explained Once a Designer has created and published applications for use in formsflow.ai, online applications can be submitted by end-users (clients) that can access City services. 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