Assign Smart PDF Forms to Company or Role

[Grayham_Roper]

This one feels like it would be addressing an oversight rather than an idea or suggestion. 

Please Autodesk. Allow us to assign smart PDF forms to companies or roles. 

And while you are fixing that. Please make all companies available in forms if I have selected all project member in the permissions. 

Ta muchly 

[lucija.resetar]

Give the option to assign a form as a whole to individuals, roles and companies, similar to how it was managed on BIM360 Field management checklists. 

[stephen_abang]

Summary

The Collaborative collaboration model for Forms (Template Builder) does not behave as described in the Autodesk Help documentation. Edit permissions assigned by Company or Role do not grant users the ability to view or edit the form — only named user permissions work. On large projects, this makes the collaborative model effectively unusable.

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Expected Behavior (per Help documentation)

Per the Forms Collaboration Models help page, the Collaborative model should allow multiple editors — assigned by Named User, Role, or Company — to view and edit a form simultaneously or in sequence.

Collaboration Model Built in Template Builder Uploaded PDF FormSingle contributorCollaborativeSequential

Ideal for one contributor creating and submitting a form	—
Ideal for allowing multiple editors to edit at the same time or in sequential order	—
—	Ideal for PDF forms that require multiple editors to contribute (one editor at a time)

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Actual Behavior

• Assigning edit permission by Company → test user cannot view or edit the form.
• Assigning edit permission by Role → test user cannot view or edit the form. Additionally, the Role shows zero members on the form permissions view even though members are correctly assigned in Hub Admin.
• Assigning the specific form to a Role has no effect.
• Only when a Named User is added directly to the edit permission does the form become viewable/editable as intended.
• The "Allow viewers to see forms before they're submitted" setting also has no effect for Company/Role-based assignments.

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Steps to Reproduce

1. Create a basic form template in Template Builder.
2. Set collaboration model to Collaborative.
3. Under permissions, assign Edit and Review to a Company (or Role).
4. Enable "Allow viewers to see forms before they're submitted."
5. Create a test user whose permissions mirror a subcontractor.
6. Create a form from the template.
7. Log in as the test user → form is not visible or editable.
8. Replace Company/Role assignment with the test user as a Named User → form becomes visible and editable as expected.

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Business Impact

On our project we have 742 users and manage over 100 form templates. Requiring every editor to be added as a named user on every template is not scalable and defeats the purpose of Company and Role-based permissioning. This is a blocker for large-project adoption of the collaborative model.

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Requested Improvement

1. Fix Company-level edit permissions on Collaborative forms so they function as documented.
2. Fix Role-based edit permissions (including the "zero members" display bug on form permissions) so Roles resolve to their Hub Admin membership.
3. Ensure the "Allow viewers to see forms before they're submitted" setting honors Company/Role assignments, not just Named Users.

Happy to provide screenshots, a screen recording, or project/hub details for reproduction. Thanks!

[SDonovanBRCT7]

Possibility of allowing assigning Roles & Companies instead of just roles for Smart Forms.

[jonminick]

Duplicate ideas were merged into this one. Their votes and comments now count here, so please keep voting on this idea.