Confidential Forms Tutorial

Rank One Pro · Last updated March 31, 2026

In Rank One Pro, forms and notes can be marked as confidential. When a form or note is set to confidential, only users who have been explicitly granted access to view confidential forms will be able to see them. This tutorial covers how to grant confidential form access to users, how to mark forms as confidential, and how to upload a confidential note.

Important: The default value for "Allow to View Confidential Forms" is NO. Users will not be able to see any confidential forms or notes unless this setting is explicitly changed to YES in their user profile.

Part 1: Allowing Users to View Confidential Forms

1 Navigate to Users

From the main menu, go to Administration and select Users to view the list of all users in your system.

2 Select the User

Find and click on the user you want to grant confidential form access to. This will open their user profile settings.

3 Update Data Access Settings

Locate the Allow to View Confidential Forms setting in the user's data access section. Change the value from NO to YES.

User data access settings showing the Allow to View Confidential Forms option

The data access section of a user profile with the confidential forms setting highlighted.

4 Save Changes

Click Save to apply the updated permissions. The user will now be able to view any forms or notes that have been marked as confidential.

Part 2: Making Forms Confidential

5 Navigate to Forms

From the main menu, go to Administration and select Forms to view the list of available forms.

6 Edit the Form

Find the form you want to make confidential and click the Edit button to open the form settings.

The forms list showing the Edit button for each form.

7 Enable the Confidential Setting

In the form settings, locate the Confidential option and set it to YES. This will restrict the form so that only users with confidential access can view it.

Form settings with Confidential option set to YES

The form settings page with the Confidential option enabled.

8 Save the Form

Click Save to apply the confidential setting. The form will now only be visible to users who have been granted access to view confidential forms.

Part 3: Uploading a Confidential Note

9 Navigate to the Student Profile

Search for and open the profile of the student you want to add a confidential note to.

10 Go to the Notes Section

Within the student profile, navigate to the Notes section where existing notes are displayed.

11 Add a New Note

Click the Add Note button to create a new note for the student.

12 Enter Note Details

Fill in the note title and content with the information you want to record.

13 Mark as Confidential

Check the Confidential checkbox to mark this note as confidential. This ensures only authorized users can view it.

14 Attach Files (Optional)

If needed, attach any supporting documents or files to the note by clicking the Upload button.

15 Save the Note

Click Save to upload the confidential note. The note will now only be visible to users who have been granted confidential form access.

Tip: You can verify which users have confidential access by reviewing the user list under Administration and checking each user's data access settings.