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Location-Based Submission Routing

HIPAAtizer allows forms and their submissions to be scoped to specific Locations, giving administrators the flexibility to control visibility and access across departments, clinics, or providers under the same account.

With Location-Based Submission Routing, you can automatically assign each form submission to the appropriate Location based on information entered by the user. This ensures only authorized team members — those assigned to the relevant Location — can access the submission.

Overview​

  • Each form in HIPAAtizer can be assigned to a Location.
  • Each form submission can be routed to a specific Location using custom rules.
  • Team members will only see forms and submissions associated with the Locations they are assigned to.
  • Locations behave like sub-accounts for access control purposes.

Assigning a Form to a Location​

When a form is assigned to a specific Location:

  • The form will only be visible in the dashboard to users with access to that Location.
  • Submissions will also be restricted to that Location’s users unless routing logic overrides it.
Recommendation: Assign Forms to All Locations

When using Location-Based Submission Routing, we recommend assigning the form itself to All Locations.

This ensures:

  • All team members can see the form
  • Submissions are only visible to users with access to the submission’s routed Location

This approach maintains both flexibility and HIPAA-compliant access control.

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Enabling Location-Based Submission Routing​

To activate submission-level routing:

  1. Open the Form Settings for your form
  2. Navigate to Location-Based Submission Routing
  3. Check the box: Enable Location-Based Submission Routing

Once enabled, you will need to define:

Default Location​

This is the fallback Location where form submissions will be assigned if they do not meet any of your defined rules.

Routing Rules​

Routing Rules allow you to define logic to automatically route submissions. Each rule includes:

  • Target Location: Where submissions will be routed
  • Logical Operator: AND / OR (applies to conditions within a rule)
  • Conditions: Based on user responses in specific form fields

Rules are evaluated top to bottom, and only the first matching rule will be applied. If none match, the submission will go to the Default Location.

Example​

Let’s say you want to route submissions based on department and state:

Rule 1 Assign to Location: Texas MRI Logic Operator: AND

  • Department is equal to MRI
  • State is equal to Texas

Rule 2 Assign to Location: Arizona MRI Logic Operator: AND

  • Department is equal to MRI
  • State is equal to Arizona

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Summary​

Location-Based Submission Routing enables fine-grained control over how submissions are handled, providing:

  • Granular access based on user roles and Locations
  • Automated routing logic to streamline workflows
  • Greater alignment with organizational structures

To get started, navigate to the Form Settings and configure your routing rules under Location-Based Submission Routing.

Need help? Contact Support