Know to create users and groups in AEM forms.

Article summary

Summary

Don’t use a Super Administrator account and password for your forms users. In order to create an AEM Forms group with the specific AEM Forms Roles, that forms users need to create adaptive forms, follow the steps in this article.

A special thanks to J.P. Terry from SmartDoc Technologies for contributing this article.

Digital Marketing Solution(s) AEM 6.3 Forms
Audience Administrators and Developers
Required Skills AEM 6.X Forms
Tested On Adobe Experience Manager 6.3 Forms

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Before you begin

Adobe currently has two different versions of AEM Forms.

  • AEM Forms on OSGI (just the OSGI stack)
  • AEM Forms on JEE (both stacks)
AEM Forms Overall Technology

AEM Forms on JEE includes all of the legacy LiveCycle technology and is the new version of Adobe LiveCycle Enterprise Suite. It also includes the AEM Forms on OSGI technology stack. The following are the recent releases of the AEM Forms on JEE software:

  • LiveCycle ES4, the last version with the LiveCycle branding
  • AEM Forms on JEE (6.0)
  • AEM Forms on JEE (6.1)
  • AEM Forms on JEE (6.2)
  • AEM Forms on JEE (6.3)

Update your Packages

There is a known bug in AEM Forms 6.3 that affects these roles and privileges. Therefore, your are advised to update your AEM Forms system with the latest service packs and cumulative fix packages. The AEM-FORMS-6.3-CFP1-JEE-PKG is the critical one you need.

aem-forms-6_3-package

However, depending on the version of your software, you may need other packages as well. You can find these packages on Adobe’s Package Share.

AEM Forms on JEE

The steps for creating a formUsers group on AEM Forms on JEE are discussed below.

1. Create a Forms-User Group (AdminUI)

  1. Login to AdminUI with an administrator account. 

    http://servername:8080/adminui

    • User name: administrator
    • Password: password
  2. Select Settings > User Management > Users and Groups.

  3. Select New Group.

  4. Enter these values.

    • Group Name: formUsersJEE
      Note: If you are working off a shared server, add your name to this group name.
    • Description: The common Roles and Permissions that are required by users of AEM Forms.
    • Domain: DefaultDom
  5. Click Next.

  6. Click Next.

  7. Click Next. Note, you want to stop on the Assign Roles to Group screen.

    find_roles
  8. Select Find Roles.

  9. Select these roles for the adaptive form privileges.

    • af-template-script-writers
    • fdm-authors
    • forms-power-users
    • forms-users
    • template-authors
  10. These roles are also important for AEM Forms Users but they are not critical for adaptive forms. If your users are using legacy LiveCycle services like Workbench and PDF Generator, consider these roles as well.

    • Application Administrator: To use Workbench.
    • Forms Administrator: To modify LiveCycle Forms settings.
    • LiveCycle SharePoint Connector Administrator: To view and modify SharePoint Connector Configuration settings.
    • Output Administrator: To view and modify LiveCycle Output settings.
    • PDFG Administrator: For administrative access to PDF Generator.
    • PDFG User: For non-administrative access to PDF Generator.
    • Reader Extensions Web Application: To run the Reader Extensions web application.
    • Services User: To view and run any LiveCycle Service.
    • Workspace User: To log in to the Workspace end-user application.
    • cm-agent-users: For the Correspondence management module.
    • fd-administrators: For forms administrators.
  11. Click OK.

  12. Click Finish.

2. Add a User (AdminUI)

  1. Select New User.

  2. Enter these values.

    • First Name: John
    • Last Name: Smith
    • Common Name: John Smith
    • Domain: DefaultDom
    • User ID: jsmith
    • Password: password
  3. Click Next.

  4. Select Find Groups.

  5. Click Find.

  6. Select the formUsersJEE group you created previously.

  7. Click OK.

  8. Click Next.

     

  9. Click Finish.

3. View the User in AEM

  1. Open useradmin.

    http://servername:8080/lc/useradmin

  2. Search for jsmith.

  3. Double-click jsmith.

    Note:

    You need to first log in to this instance of AEM as jsmith before jsmith will show up in this panel. If so, make sure to use a different browser. Your current browser is likely logged in to AEM as an administrator.

  4. To see John Smith’s groups, select the Groups tab.

    aem-forms-user-roles

    You can also view this user in the Touch UI.

  5. Log in to AEM as an administrator if you are not already logged in.


    http://servername:8080/lc/aem/start.html

  6. Select Tools – Security – Users.

  7. Select OmniSearch (the search icon in the upper right).

    omnisearch
  8. Enter jsmith and hit the Enter key on your keyboard.
    You see your new user in AEM.

    jsmith
  9. Click the John Smith card.

  10. Scroll down and you see the roles you assigned in AdminUI. Notice that the roles are referred to as groups here in AEM.

    aem-groups

4. Log in as JSmith

  1. Open a new browser that is NOT already logged in to AEM. I usually use Firefox for this because I use Chrome as my main browser and it is logged in to AEM.

  2. Open AEM with your new browser.

    http://servername:8080/lc/aem/start.html

  3. Log in with your new form user.

    • User ID: jsmith
    • Password: password
  4. Select Navigation – Forms.

    John Smith has access to all of the features in the AEM Forms module.

    Note: If you are seeing a truncated adaptive forms toolbar, you need to update your packages.

    aem-forms-adaptive-form-toolbar

AEM Forms on OSGI

The steps for creating a formUsers group on AEM Forms on OSGI are discussed below.

1. Create a formUsers Group (AEM Security)

  1. Log in to AEM as an administrator.

  2. Open useradmin.

    http://servername:4502/useradmin

  3. Select Edit – Create – Create Group.

  4. Enter this information in the Create Group dialog.

    ID: formusersosgi
    Group Name: formUsersOSGI
    Note: If you are working off a shared server, add your name to this group name.

    Description: A common group for users of AEM Forms.

  5. Click Create.

  6. Double-click the formusersosgi item on the left so you can see its properties on the right.

  7. Search for and add the following groups to the formusersosgi group.

    • forms-submission-reviewers
    • forms-users
    • template-authors
    • forms-power-users
    • forms-xfa-users
    • forms-script-writers

     

  8. Click Save.

Your Group tab should now look like this.

AEM forms user

2. Add a User (AEM Security)

  1. Select Edit – Create – Create User.

  2. Enter this information in the Create user dialog.

    • Login ID: jsmith
    • Note: If you are working off a shared server, add your name to make this unique.
    • First Name: John
    • Last Name: Smith
    • Password: password
  3. Click Create.

  4. Select your formUsersOSGI group so its properties are on the right.

  5. Select the Members tab.

  6. Search for jsmith so he shows up on the left.

  7. Drag and drop jsmith to the formUsersOSGI group.

  8. Click Save.

aem-forms-user

3. Login as JSmith

  1. Open a new browser that is NOT already logged in to AEM. I usually use Firefox for this because I use Chrome as my main browser and it is usually logged in to AEM.

  2. Open AEM with your new browser.

    http://servername:4502/aem/start.html

     

  3. Log in with your new form user.

    • User ID: jsmith
    • Password: password

     

  4. Select Navigation – Forms.

    John Smith has access to all of the features in the AEM Forms module.

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