FAQs: Restrict Form Entries
This page covers everything from customizing form messages to implementing Geo-fencing, empowering you with effective strategies for managing entries and enhancing security.
Restrict Form Entries includes Enable Captcha, Allow one entry per user, Allow one entry per IP address and Enable Geo-fence.Where can I access Restrict form entries?
Click the Properties icon 
in the top-right corner in the form builder. You can access Restrict Form Entries in the panel.
How to change the default message shown to keep the users informed about the restrictions?
Each restriction comes with a default message, which can be customized based on the requirement.
Simply navigate to Error Message below the restriction and edit the message to your requirements.
Enable Captcha
What is the significance of captcha in my form? What difference does it make?
Enabling captcha in your form is crucial for ensuring the integrity of the data being entered. It serves as a robust defense against automated bots, ensuring that only legitimate human users can submit information. By implementing captcha validation, you significantly reduce the risk of spam submissions and maintain the reliability and accuracy of your form data.
What happens when I enable captcha?
When you enable captcha, a user using a web browser to access your captcha-enabled form will only be able to submit data if they correctly enter the displayed captcha code.
This ensures the form is filled by a human rather than a computer bot.
How do I enable captcha in my form?
To enable captcha in your form:
- Click the Properties icon in the top-right corner in the form builder.
- Access Restrict Form Entries in the panel.
- Check the checkbox to the left of Enable Captcha.
Allow one entry per user
Why am I not able to fill the form again?
Your admin might have restricted users to allow only one entry per person.
This might be the reason you aren't able to fill in the form again.
What happens when I enable allow one entry per user?
You may restrict your form to only accepting one entry per user. When a user accesses your form for the second time, it will not load. Instead, the user will be given a default message is "You may only fill this form out one time," but you can customize this.
If my record is deleted, can I fill the form again?
Yes, if your record is deleted from the report, you have the option to refill and submit the form again.
I have already submitted the form and cannot submit it again. Is it possible to edit my previous record?
If you have access to view and edit the record of the form, you will be able to modify the data filled in the form. However, if you do not have access to view and edit the report, you will not be able to change the information in the form. Check out how to edit a record in a report.
How does Allow One Entry per User work?
For each record submitted through a form, Zoho Creator records a few details such as which user added the record, when the record was added, and so on. These details are saved in system fields.
The username of the user who added the record is stored in the system field Added User. Zoho Creator uses the data stored in this field to determine whether a record has already been submitted by a user.
How to restrict and allow one entry per user?
To restrict and allow one entry per user,
- Click the Properties icon in the top-right corner in the form builder.
- Access Restrict Form Entries in the panel.
- Check the checkbox to the left of Allow one entry per user.
Allow one entry per IP address
What is the purpose of restricting form entries by IP address?
Restricting form entries by IP address allows you to limit submissions to one entry per public IP address. This can help prevent duplicate or fraudulent submissions.
How do I enable the restriction for one entry per IP address on my form?
To enable restriction for one entry per IP address in your form:
- Click the Properties icon in the top-right corner in the form builder.
- Access Restrict Form Entries in the panel.
- Check the checkbox to the left of Allow one entry per IP address.
- Click I Understand, Proceed in the pop up confirmation.
What happens when a user tries to access the form a second time from the same IP address?
If a user tries to access the form again from the same public IP address, the form will not load. Instead, the user will see a message indicating that they can only fill out the form once.
When should I use the provision for restricting form entries by IP address?
This provision is useful when you want to ensure that each public IP address can only submit the form once. It's particularly helpful if you want to prevent duplicate submissions or limit entries from a specific location.
Are private IP addresses also restricted by this provision?
No, this provision only applies to public IP addresses. Each public IP address is allowed only one submission, but users can submit the form from different public IP addresses.
What are some scenarios where restricting by IP address might be beneficial?
This restriction can be helpful in various cases, such as preventing multiple entries from the same location, controlling access to limited offers or promotions, and maintaining data accuracy by avoiding duplicate submissions.
Can I choose to only allow one entry per user instead of per IP address?
Yes, you have the flexibility to either restrict entries per IP address or per user. Depending on your requirements, you can enable the option that best suits your needs.
Is it possible to allow duplicate values with this restriction in place?
Yes, you can choose to enable a configuration that allows duplicate values to be submitted, regardless of the IP address restriction. This can be useful if you need to accept repeated submissions for certain data.
Does Creator store IP address? Does this comply with privacy policies?
Yes, When a user submits an entry through your form that has the Capture IP address option enabled, Zoho Creator fetches their IP address and stores it in the Added User IP Address system field.
Yes, it complies with privacy policies.
IP addresses are captured in compliance with the data privacy guidelines of the General Data Protection Regulation (GDPR).
Enable Geo-fence
What is a geo-fence and how is it helpful?
A geo-fence is a virtual fence, boundary, or barrier defined by a geographical location. You can make your form accept only entries from within the geo-fence by configuring a geo-fence.
Geo-fencing is beneficial, as it allows you to restrict form entries based on a defined geographical location. By setting up a virtual boundary around a specific area, you ensure that only users within that boundary can submit entries to your form. This helps maintain the integrity and relevance of the data collected, especially for location-specific forms or events. Additionally, it provides added security by preventing unauthorized submissions from outside the designated area.
What happens when I enable geo-fence?
If a user attempts to access your geo-fence enabled form while outside the defined geo-fence, the following message will be displayed: You may access this form only within the restricted geographical range.
Note: User location will be captured when enabling the property, but it won't be exposed to others. Only admins can track this information, and the location will be captured only if users grant access.
How do I enable geo-fence?
To enable geo-fence
- Click the Properties icon in the top-right corner in the form builder.
- Access Restrict Form Entries in the panel.
- Check the checkbox to the left of Enable Geo-fence.
- Click I Understand, Proceed.
- Choose location and adjust the radius if required.
- Click Done.
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