How do I enable for some users by default the classic UI forms rather than the new Process UI forms?

I have had a number of queries around the fact that for some organisations the new process UI forms may not work for all users who require a little more functionality that what is offered or that their current implementation is highly configured, hiding and showing sections and fields based on other variables.

So my problem statement is:

How do I enable for some users by default the classic UI forms rather than the new Process UI forms?

Actually it is very easy! It comes down to form security and which security roles can access which forms. So solve the problem you will need to either restrict the new Process UI form to security roles that will access it or create a new dummy security role that you assign to users where you want them by default to have the new form loaded and do not assign this security role to users that you want to default back to the classic form.

So what is involved? I will take the approach of creating a dummy security role to enable or disable the form.

1) Create a new Security Role to be used to manage who will access the form or not, you do not have to add any permissions to this role i.e. for Account – Account Process UI Form Access
ProcessUISecurity1
2) Open up the customisations area and customise the system
3) Open up in this example the Account entity and select the Forms area (or any one of the other entities where the new process UI forms are presented)
4) Select the new process form (named for Account – Account) and choose Assign Secuirty Roles
ProcessUISecurity2
5) Select the new security role and remove all others except system administrator. This will now mean that only users that have this specific security role will be able to access the form, and all other users will revert to the classic form assigned to their security roles.
ProcessUISecurity3

6) Publish the change
7) Now assign the new security roles to the users that you want to access the New Process UI account form
8) When a user with this security role logs in and opens an account they will be presented with the New Process UI form and all other users without this role will see the historical classic form.

Problem solved.

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2 Responses

  1. […] The list could go on but that is a good start, so before you use the new forms, think about the impact! To turn off the new Updated Forms see my blog post https://nakedcrm.wordpress.com/2013/01/17/how-do-i-enable-for-some-users-by-default-the-classic-ui-fo… […]

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