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Create AEM Forms Users and Groups

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 Technology Stack.

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. These 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, you should 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 Cumulative Fix 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

This section details the steps for creating a formUsers group on AEM Forms on JEE.

Create a Forms-User Group (AdminUI)

Follow these steps to create a new formUsersJEE group in AdminUI.

  1. Login to AdminUI with an administrator account.
    http://servername:8080/adminui
    • Username: 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: 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.

    AEM Forms Assign 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 will be using legacy LiveCycle services like Workbench and PDF Generator, you should 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 invoke the Reader Extensions web application.
    • Services User: To view and invoke any LiveCycle Service.
    • Workspace User: To login 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.

Add a User (AdminUI)

Follow these steps to add a new user to your group.

  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.

View the User in AEM

Follow these steps to view your user in AEM useradmin.

  1. Open useradmin.
    http://servername:8080/lc/useradmin
  2. Search for jsmith.
  3. Double-click on jsmith.
    Note: You may need to first login to this instance of AEM as jsmith before jsmith will show up in this panel. If this is the case, make sure to use a different browser. Your current browser is likely logged in to AEM as an administrator.
  4. Select the Groups tab to see John Smith's groups. AEM Forms Useradmin.

    You can also view this user in the Touch UI.

  5. Login 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).
    AEM OmniSearch.
  8. Enter jsmith and hit the Enter key on your keyboard.

    You will see your new user in AEM.

    AEM Forms User.
  9. Click on the John Smith card.
  10. Scroll down and you will see the roles you assigned in AdminUI. Notice that the roles are referred to as groups here in AEM.

    AEM Groups.

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:8080/lc/aem/start.html
  3. Login 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 Truncated Toolbar.

AEM Forms on OSGi

This section details the steps for creating a formUsers group on AEM Forms on OSGi.

Create a formUsers Group (AEM Security)

  1. Login to AEM as an administrator.
  2. Open useradmin.
    http://servername:8080/adminui
  3. Select Edit – Create – Create Group.
    • 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.
  4. Click Create.
  5. Double-click on the formusersosgi item on the left so you can see its properties on the right.
  6. 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
  7. Click Save.

Your Group tab should now look like this.

AEM useradmin formUsers Group.

Add a User (AEM Security)

  1. Select Edit – Create – Create User.
  2. Enter this information in the Create user dialog.
    • Login ID: jsmith
    • 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 Security formUsersOSGI group user.

Create a formUsers Group (AEM Security)

  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. Login 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.