Screens/Docs don't show on my device anymore! Why?

More than likely you have a Folder in your account which is restricting user access.

This is easily seen by the "lock" icon which shows next to a Folder name when it is enforcing access control.

Folders with user access restrictions are useful for when scenarios where many different departments/teams are using the same app, but need to see completely different screens/docs when they log in.

There are a number of ways to restore access to your desired Screens/Docs, depending on your requirements.

Below are steps for each scenario you may have and a further breakdown of platform functionality.

• Scenarios (1-3)
• Platform functionality controlling screen visibility
• What to look out for when screens aren't displaying in-app

Scenarios

1: You want to keep your Folders for organising Screens, but don't want to enforce user security.

For this case, turn off User Access Restrictions on the Folder(s) preventing your users from accessing the Screen/Doc in question.

1. Go to the Screens or Docs page on the secure website.
2. One at a time, click on each Folder name that has a "lock" next to it and note how the Screen/Doc results change.
   You are looking for a Folder which contains your target Screen/Doc, so it should still appear in the page results after filtering.
3. Once you find a locked Folder containing the Screen/Doc, click on the "lock" icon next to the Folder name.
   In the Folder Settings dialog, untick the "Restrict User Access" checkbox and save changes.
4. Repeat for all other "locked" Folders as desired.

OR

2: You want to gain Screen access while continuing to enforce user security on the existing Folders

Either add your desired Screens/Docs into a folder that your user has access to, or add a new Folder with no user restrictions and assign your Screen/Doc to that new Folder.

To add a Screen/Doc to a Folder:

1. Go to the Screens/Docs page (App Builder -> Screens/Docs)
2. Tick the checkboxes next to the desired Screens/Docs listed in the All folder
3. Click the Organise button to assign your selections to the folder
4. Click the "+" icons next to the chosen folders to assign folders to your Screen/Doc selections.
   

Once you have done this, ensure that the Folder in question has the "Restrict User Access" checkbox turned off.

Otherwise, give your user access to the Folder:

1. Go to App Builder -> Screens, and hover over the folder name on the left-hand side  
2. A little "cog" icon will become visible; click on this icon to open the Folder Settings
3. In the "Assign to Users" field, chose the users that you wish to have access to the folder.
   Doing this will give them access to all Screens and Docs contained in the folder.
4. Click the "Save" button to save your changes.

If you require more information, a break down of website functionality and settings that control the visibility of screens might be of interest below.

Platform Functionality Controlling Screen Visibility

Before problem-solving why a single or group of screens aren’t displaying in your app, understanding platform functionality and how it affects form visibility on user devices is key.

By getting familiar with the following form settings and platform functionality will give you full control over the visibility of forms in the app.

• Form Settings
• Test Mode
• Publish Mode
• Folders
• Folders & Stricter Access Rules

Form Settings

On the form settings page of a screen under Advanced Options is the “Hide From User” checkbox.

• Allows screens to be hidden from users. Useful for when a screen should only be opened by a User Interaction.

If a screen has this option ticked, it will NOT display as an icon in the app.

Form Settings page: Hide From User

Navigating to a screen’s Form Settings page is achieved on the web portal's Screens page, hovering the mouse cursor over the desired screen and clicking the “Settings” option visible.

Or, if you're on the Form Design/Connectors page of a screen, click the “Settings” option under the page’s title.

Test Mode

• Allows for testing of a screen by selecting user(s), and making the screen visible on user devices.
• In-app: a screen in test mode is identified by the screen’s title suffix, <TEST>.

Form Design: Manage Test - Assigning Test Users

In-app: Screen <TEST> suffix

Allows testing of solutions prior to publishing an initial or new version of a screen.

When a screen is initially created, it's created as a draft under Test Mode with the creator automatically added as a test user, and being able to view the screen on their device.

Additional test users can also be added by selecting the option “Manage Test” on a Form Design page. Test users added will be able to view the screen created on their device, test the solution and provide feedback for fine-tuning prior to publishing for all users to access.

Only Assigned Test Users will be able to view the solution in Test Mode on their device.

However, if a screen has been published and a new version (i.e. v2) is being tested, all* other users will be able to view the current published version (i.e. v1).

*If stricter access rules haven’t been applied to a folder.

Publish Mode

Makes a screen available to all* users
 *If stricter access rules haven’t been applied to a folder.

Form Design: Publish

Folders

Organises content on the web-platform, not in the app.

If you’re looking to organizes and group numerous screens to display on a device, our Board of Icons screen is a good tool to use.

Screens page: Folders

Folders & Stricter Access Rules

Within a folder’s settings, the option to “Restrict User Access” when ticked has the following effects:

Local Effect:

• Allows content within a folder to be assigned to users or a group to view content, who will then have access to a folder’s screens in the app. Any user or group not assigned will not have access.

Global Effect:

• All screens NOT in a folder will NOT display in the app, to ALL users.
• The app will only display content that is organized into at least one folder.
  If any folder does not have stricter access rules applied, all content will display in-app unless hidden from users via a screen’s Settings page>Advanced Options>Hide From User option.
   If the folder does have stricter access rules applied, ensure the group/user(s) are selected to view that folder’s content.

Screens page: Folder Settings – Restricting User Access

Folders with stricter access rules applied can be easily identified by the “lock icon”, as opposed to the default “folder icon”.

What to look out for when screens aren’t displaying in-app

1. If testing (Test Mode), has the user in question been assigned as a test user?
   1. If no, assign the user(s) as a test user(s) via “Manage Test” and update test. Then force sync the app on your device and the screen will be visible now.
      
      
2. If published (Publish), with no folders OR folders with no “Restrict User Access” applied, check the Form’s Settings page>Advanced Options, has the “Hide From User” option been ticked?
   1. If yes, untick the “Hide From User” option and save settings. Then force sync the app on your device and the screen will be visible now.
      
      
3. If published (Publish), with folders, has any folder “Restrict User Access” applied?
   1. If yes, is the screen in question in a folder? (non-restricted folder)
      1. If no, move the screen into a folder. Then force sync the app on your device and the screen will be visible now.
   2. If yes, is the user or their group selected to view the folder’s content? (restricted folder)
      1. If no, add the user to the assigned group (Users & Groups) or selected users list (Folder Settings).
   3. If no, repeat from step 1: testing (Test Mode).