Control User Access to Gravity Forms and WooCommerce

A PublishPress user has both Gravity Forms and WooCommerce on their site. They asked this is interesting question:

Can I use the Capabilities plugin to give the “Shop Manager” role user access to Gravity Forms entries?

The answer is “yes”, and we'll show you how to do it in this guide. We're going to be controlling access to this “Entries” menu link:

• Install the PublishPress Capabilities Pro plugin.
• Go to “Capabilities” in your admin menu.
• Choose the “Shop manager” role in the top-left corner.
• Enter gravityforms_view_entries into the “Add Capability” box.
• Click “Add to role”.

• Scroll down to the bottom of the screen.
• Make sure the gravityforms_view_entries box is checked.
• Click “Save Changes”.

• Now try and login as a user in the “Shop Manager” role.
• Your user will be able to see the “Entries” and “Help” menu links.

The “Help” menu link contains a lot of information that is not helpful for your Shop Manager.

• To hide this link, go to “Capabilities” and then “Admin Menus” in your WordPress dashboard.
• Choose the “Shop manager” role in the top-left corner.
• Put a red X in the “Help” box.
• Click “Save Changes”.

The “Shop Manager” user will now only be able to see the “Entries” link. Here's a full guide to controlling access to Gravity Forms menu links.

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More Gravity Forms permissions

Following the guide above, users in the “Shop Manager” role will not be able to make any changes to form entries. On the “Entries” screen they will be able to click only “View” or “Mark read”.

If you want to give more access to Shop Managers, you will need go back to the “Capabilities” screen and add these capabilities:

• gravityforms_edit_entries
• gravityforms_delete_entries
• gravityforms_view_entry_notes
• gravityforms_edit_entry_notes
• gravityforms_export_entries

If you give a user the gravityforms_edit_entries capability, they will see an “Edit” button when editing forms entries.

If you give a user the gravityforms_delete_entries capability, they will see an “Move to Trash” link when editing forms entries.

If you give a user the gravityforms_view_entry_notes capability, they will be able to see notes on form entries.

If you give a user the gravityforms_edit_entry_notes capability, they will be able to add new notes to form entries, and edit existing entries.

If you give the gravityforms_export_entries capability, the user will see an additional “Import/Export” link in the menu. On this screen, they will be able to download a CSV file for entries from any form.

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PublishPress works great with WooCommerce and Gravity Forms

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