You can restrict the access to all or some Form records and provide access permissions to specific organizational users. You need to define the security settings for Form as private and then create rules that enable specific user roles ( existing or new roles) to access specified Forms.

Step 1: Defining Sharing Settings

Action: To restrict access to Form records, follow these steps:

  1. Navigate to Setup and select SETTINGS > SECURITY > SHARED SETTINGS.
  2. From the “Manage sharing settings for:” dropdown list, choose Forms.
  3. In the “Organization-Wide Sharing Defaults” area, click Edit.
  4. Change the Form settings for Default Internal Access from Public Read/Write/Transfer to Private.
  5. Click Save.

Step 2: Adding a New Role

Action: Create a new role within the organization:

  1. Go to Setup > Manage Users > Roles.
  2. Click Add Role.
  3. Fill in the details for the new role.
  4. Click Save.

Step 3: Creating a Sharing Rule

Action: Enable users with the new role to access Form records:

  1. In Setup, select Administer > Security Controls > Sharing Settings.
  2. Scroll down to Form Sharing Rules and click New.
  3. Define the rule that facilitates sharing specific Forms.
  4. Click Save.