Permissions Update: More Flexibility and Granular Control

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 Reviewers will now access unpublished changes via a shareable review link, allowing specific team members to preview and provide feedback before a form is published.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.