1. Introduction: From Static Permissions to Dynamic Control
In traditional SharePoint forms, permissions are static: once loaded, tabs, columns, and sections stay in place until a form is resaved. Infowise Ultimate Forms, however, transforms this model by offering dynamic permissions—adapting in real time to user input, role, or form state. This shift enables truly interactive, responsive, and context-aware forms without code.
In a form for insurance claims, for example, choosing “Car” vs. “Home” instantly toggles relevant columns—no need to reload. This responsiveness streamlines data entry, reduces errors, and creates more intuitive user experiences.
2. Static vs. Dynamic Permissions: What You Can Do Now
Static Permissions
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Permissions—Write, Read, or Hidden—for form elements are evaluated once when the form loads.
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They remain static until the form is saved and reopened.
Dynamic Permissions
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Rules re-evaluate as users change related columns.
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All form elements update on the fly, showing or hiding immediately based on user input.
This capability fundamentally elevates user experience—forms behave intelligently in real time as information is being edited.
3. Capabilities: What Makes Dynamic Permissions Possible
Elements You Can Control
You can assign permissions any column or control on the form, including:
- Individual columns
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Tabs and Accordions
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Containers
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Buttons
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Images, headers, fragments, etc.
Permissions apply to deeply nested elements, and can cascade effectively.
Permission Types
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Write – Editable
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Read – Visible, read-only
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Hidden – Not visible at all
Application Methods
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Target users/groups or lookup-based conditions
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Define rules based on SharePoint/AD group membership or context-specific column values
Dynamic Conditions
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Apply permissions based on form state (New, Edit, Display) or live column values
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As values change, the form structure adapts immediately
All configured in a no-code, drag-and-drop interface
4. Real-World Scenarios: See Dynamic Permissions in Action
Scenario A: Insurance Type-Based Columns
Selecting Insurance Type: Car hides house-specific tabs and reveals car-related columns immediately—no reloads.
Scenario B: Role-Specific Access
General staff see basic inputs, while managers see approval sections automatically—based on logged-in group membership.
Scenario C: Workflow Stages
In a multi-step form, once a record moves from “Draft” to “Submitted”, earlier tabs become read-only or hidden, and a review tab appears.
Scenario D: Cascading Lookups
Selecting a department instantly opens up that team's columns via dynamically revealed containers.
These case examples illustrate how dynamic permissions streamline workflows, reduce clutter, and guide users through complex forms intuitively.
5. How to Set It Up: Dynamic Permissions in Ultimate Forms
Step 1: Open Form Designer
Launch from your list and access the visual drag-and-drop editor via the Design button.
Step 2: Add Containers & Tabs
Structure your form with tabs, accordions, or containers. A tab may represent a form stage or role-specific section.
Step 3: Drag In Columns
Populate those containers with relevant columns, grouped by context—for example, “Car Details” vs. “Home Details”.
Step 4: Apply Dynamic Permission Rules
Select any element on the form, then:
- Create a new Permission rule on the right.
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Assign Write/Read/Hidden.
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Set dynamic conditions, like
[InsuranceType] = 'Car'. You are free to use calculations and functions. -
Choose whether to apply permissions dynamically (in real time, default) or statically (on form load only).
Step 5: Repeat for Other Form Elements
Configure permission logic for each element as needed.
Step 6: Test Thoroughly
Simulate different users, form states, and inputs to verify dynamic visibility and control.
6. Best Practices for Dynamic Permission Management
| Practice | Benefit |
|---|---|
| Start Broad with Tabs | Leverage container-level logic to efficiently group related permissions, then refine at column-level as needed. |
| Use Clear Naming Conventions | Helps maintain logic when conditions reference container order. |
| Merge Role & Data Conditions | Combine user-role and form-state logic for granular access. |
| Always Create Opposite Rule | When hiding a section under one condition, ensure you define visibility under the inverse condition. |
| Iterative Testing | Verify behavior as you build—especially across new/edit/display modes and different data scenarios. |
7. Amplifying with Other Ultimate Forms Features
Default Values & Rules
Pre-fill or lock form sections dynamically based on conditions or user context.
Validation & Styling
Use dynamic validation to require specific columns only under certain conditions. Apply style rules (e.g., highlight a column when required) to reinforce logic visually.
Tab Control via Rules
In addition to visibility, you can also control which tab is active when the form loads—based on status, user role, or other flags—helping guide the user to the right action on load.
8. Business Benefits from Dynamic Permissions
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Cleaner UI & Reduced Clutter
Users only see what's relevant to their role or step—reducing visual overload and confusion. -
Faster Data Entry
By revealing only essential columns, users complete forms faster—key for mobile or column data scenarios. -
No-Code Security Governance
Form logic incorporates security and workflow compliance without code—empowering site admins and power users. -
Better Role Segmentation
Forms support multiple stakeholders—like requesters, approvers, and reviewers—with context-specific views all in a single interface.
9. Sample Workflow: Multi-Stage Approval Form
Step 1: Initial Submission
User fills request details under “Details” tab.
Step 2: Manager Approver Appears
Once submitted, a “Manager Approval” tab appears. The manager’s view skips the “Details” tab and enforces read-only on request info.
Step 3: Finance Review Triggered
If the manager signs off, a “Finance Approval” tab becomes visible—all within the same form—ensuring streamlined transitions and clear hand-offs.
10. Summary: Smarter Forms, Smoother Processes
Infowise Ultimate Forms reimagines the SharePoint form experience with real-time responsiveness and precision permissions. Dynamic tabs and columns adapt to input, stage, and identity—without a single line of code.
From multi-role workflows to streamlined column entry, this capability transforms static forms into intelligent applications that adapt to user context and business logic.
