Sharing Forms | Sharing a form privately - Zoho Forms

Sharing a form within your organization

Zoho Forms allows you to share your forms within a closed group of people from your organization.
To share a form privately within a closed group, you must add users to your Zoho Forms account.
Form collaborators

Sharing a form with specific users

This option allows you to share your form with a specific set of users in your organization with defined permissions. By default, a privately shared form will appear in the form listing of the shared user. You can choose to send an email to the users with a link to the form. 

To share your form with specific users in your organization, 
  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).


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.   

    Modify Form permission
A user with the Modify Form permission or Modify Form, Entries, Reports permission becomes a form collaborator.
The following table defines the actions allowed depending on the permissions granted to the user:

Allowed Actions 
Form Owner
Submit Form mode
Modify Form mode (form collaborator)
Modify Form, Entries, Reports mode (form collaborator
Access and Submit
            Yes
Yes Yes
Yes
Builder
Yes

Yes
Except Payment and CRM fields )
Yes
Except Payment and CRM fields )
Rules
Yes

Yes
Yes
Themes
Yes

Yes
(Except saved Themes)
Yes
(Except saved Themes)
Settings
Yes

Yes
(Except Document Merge and Manage Form Attachments)
Yes
(Except Document Merge and Manage Form Attachments)
Share Options
Yes

Yes
Yes
Approvals
Yes

Yes
Yes
Integrations
Yes



All Entries
Yes

Yes
(Can view only their entries under My Entries )

Yes
(Can view and edit their entries under All Entries)
Reports


Yes
(Can create and modify reports)

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.



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


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.

Sharing a form with all users

This option allows you to share your form with all users in your organization. 

To share your form with all the users in your organization, 
  1. In your form builder, click the Share tab.
  2. Under Share With, click All Users.
  3. To notify your users about the shared form via email, select the Notify Users option.
  4. Enter the email addresses of the users you wish to notify.  You can change the default message which is provided with a link to the shared form.
  5. Click Share/Share & Notify (if you have selected to notify the users via an email).

    Sharing a form with all users


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