8. Role-based Access & Functionality

Role	Key Responsibilities	Access Level
Creator / Requestor	- Submit new requests via forms - View and track the status of their own requests - Cancel their own requests (before approval)	Access limited to their own requests
Reviewer	- Review assigned requests - Add comments and attachments - Forward to the next stage - Return the request to the creator for corrections - View/download reports of their own records	Access to review -specific tasks and personal reports
Approver	- Approve or reject requests - Add comments and attachments - Receive notifications for pending approvals - Return the request to the creator for corrections - View/download reports of their own approvals	Access to approval -specific tasks and personal reports
Task Performer	- Perform assigned tasks - Update task status - Add comments, notes, attachments - Return the request to the creator for corrections - Add custom task status updates - View/download reports of their tasks	Access to tasks assigned and own performance data
Admin	- Create, edit, or delete forms (only if no request is raised) - Configure workflows (only if no pending requests) - Assign roles and permissions - View and manage all requests - Generate reports for all users/forms	Full platform access, including all user records and reports

Capability	End User (Creator/Reviewer/Approver/Task Performer – Own Records Only)	Admin User (Full Access + Configuration Privileges)
Raise requests via forms	✅ Yes	✅ Yes
View/edit own requests	✅ Yes	✅ Yes
Approve assigned requests	✅ Yes	✅ Yes
Access dashboards & reports	✅ Limited to own data	✅ Full access
Generate reports	✅ Yes (Own forms only)	✅ Yes (All forms)
Create or manage forms	❌ No	✅ Yes
Configure workflows	❌ No	✅ Yes
Manage users, domains, and permissions	❌ No	✅ Yes
View all requests across all users/forms	❌ No	✅ Yes
Access audit logs	✅ Yes (Own records only)	✅ Yes (All records)