Once your portal is set up in Formaloo, you can control how users interact with both their submitted data and the pages they see.
📝 Additional insights:
Want to learn how to create a portal and set up user roles from the beginning?
👉 Check out the full step-by-step guide on how to create a portal and manage users' access.
This flexibility helps you maintain data integrity, provide personalized access, and streamline the user experience.
Manage user access to their own data
You can choose whether users can view or edit the data they've submitted through the portal.
Step 1: Enable data viewing for users
If you want users to only view their previous submissions:
Go to the Responses page of your app
Open the Options of the table block
Enable the toggle: "Allow users to view user data"
With this enabled, users will see their own submissions (and only their own), but they won’t be able to make changes.
🔹 Use this option for portals like: request tracking, status updates, or viewing application history.
Step 2: Enable data editing for users
If users should be able to edit their responses:
In the same table settings menu
Toggle on: "Allow users to edit user data"
Now users can view and also edit or update their previously submitted records.
🔹 Great for scenarios like user profile updates, correcting info, or follow-up submissions.
🔒 Additional Option: Control page access in your portal
You can set who can view each page in your app based on their login status or assigned user role.
✅ How to manage page access
Open your app and enable Edit Mode
Click the three dots (⋮) next to the page you want to manage
Select Access from the dropdown
Choose the visibility level:
Public – Everyone can access the page
Non-Logged-In Users – Only visible to users who are not logged in
Logged-In Users – Only visible to users who have logged into the portal
Specific User Access – Restrict to selected roles (e.g., Student, Admin)
Example: Make the "My Submissions" page available only to Logged-In Users so each user sees their own data.
📝 Additional Insights:
Pages are Public by default, meaning anyone with the link can access them.
Adjusting access levels ensures secure and personalized user journeys.
📊 Additional Option: Share filtered views with selected users
Formaloo allows you to create filtered views of tables and Kanban boards and share them with selected users:
Add filters to the result table or Kanban board (e.g., show only open tickets or responses by user role)
Click on the view's Access settings to define who can see that view
This lets you build custom dashboards for different users or teams
🔹 Example: Create a Kanban board that only shows "Pending Requests" and share it with managers only.