How can multiple users from a team work with the same form in my organization?

How can multiple users from a team work with the same form in my organization?

When you require multiple people from your team to work on a form, it can become quite tedious and time consuming to keep changing the form ownership back and forth to the users.

Zoho Forms provides you with the option to collaborate and co-edit forms together to make your team's job simpler, more efficient and faster! 

Co-edit forms with your team members


To share your form with your team members,
  1. In your form builder, click the Share tab.
  2. UnderShare With, click Specific Users.
  3. In Share With, enter the email addresses of the users you wish to share the form with.If the email address is a part of your Zoho Forms account, you will find the user's name in the dropdown to select.
  4. In the Allow users to dropdown, select the form permission you wish to grant to the users. Read more on permissions here. 
  5. To notify your users about the shared form via email, select the  Notify Users option. You can change the default message which is provided with a link to the shared form.
  6. Click Share ( Share & Notify if you have selected to notify the users via an email).
    Share
To view the list of users the form is shared with, click Shared Users. This list will show the users with Submit Form, Modify Form and Modify Form, Entries, Reports permissions.

Permissions for a form shared with specific users

You can choose to share the form with a specific set of users in your organization with specific permissions. Zoho Forms allows you to grant the following permissions while sharing a form privately: 
  1. Submit Form : With this permission, the user will be able to access, fill, and submit the form.
  2. Modify Form: With this permission, the user will be able to edit, access, fill, and submit the form. 
  3. Modify Form, Entries, Reports: With this permission, the user will have all permissions of a user with modify form permission, and in addition can manage all entries, create and modify reports.   
InfoA user with the Modify Form permission or Modify Form, Entries, Reports permission becomes a form collaborator.

Remove Collaborator permission

If you want to delete a user from the list of collaborators (shared users), click the Shared Users link as shown.

Hover over the user email address and click the   icon.
Shared Users Popup

To start a group chat with the users having Modify Form / Modify Form, Entries, Reports permission, click the   icon in the top-right corner of your form builder and click Chat. A chat window with the name of the form including all the users having Modify Form/Modify Form, Entries, Reports permission will popup. 

Form Collaborators

Notes

Note:

  • A user with the Modify Form/Modify Form, Entries, Reports permission cannot add new users with the same permission or remove the existing ones with the same permission.
  • Respondents, Users who have not accepted the confirmation emails cannot be given Modify Form/Modify Form, Entries, Reports permission.             
  • A maximum of 10 users can be given either the Modify Form permission or the Modify Form, Entries, Reports permission, or a combination of both.
  • The form ownership cannot be transferred to a user with Modify Form/Modify Form, Entries, Reports permission. You must remove the permission and then transfer the ownership of the form to the user.