We’re excited to share a major update to how access control works in Team Forms!
Previously, Team Forms used roles to determine who could create or edit forms. While this worked well, we’ve now made a significant improvement by transitioning to a permissions-based model — offering more flexibility and better alignment with Microsoft 365 group-based management practices.
🔄 What’s Changing
Instead of assigning the “Author” role, you now simply grant users the “Build” permission.
While the overall behavior remains familiar, permissions offer more granular control than roles ever could.
The “Reviewer” role is also being replaced. Reviewers will now access unpublished changes via a shareable review link, allowing specific team members to preview and provide feedback before a form is published.
🔐 Why This Matters
Fine-tune access – Allow users to edit specific forms without giving them the ability to create new ones.
Group management made easier – Assign permissions using SharePoint or Entra ID groups, not just individual users.
Streamlined reviews – Share a form’s draft state with stakeholders using a simple review link, without needing to assign roles.
You can read more about how the old role system worked here: Using Roles to Restrict Who Can Build and Edit Forms
This change gives your teams more control and makes managing access in Team Forms even easier.