Sharing a form within your organization
To share a form privately within a closed group, you must add users to your Zoho Forms account.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.
Watch a quick video on how you can share your form privately.
- In your form builder, click the Share tab.
- UnderShare With, click Specific Users.
- 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.
- In the Allow users to dropdown, select the form permission you wish to grant to the users. Read more on permissions here.
- 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.
- Click Share ( Share & Notify if you have selected to notify the users via an email).
Permissions for a form shared with specific users
- View and Submit Form : With this permission, the user will be able to access, fill, and submit the form.
- Modify Form : With this permission, the user will be able to edit, access, fill, and submit the form.
Allowed Actions | Form Owner | View and Submit Form mode | Modify Form mode |
| Access and Submit | Yes | Yes | Yes |
| Builder | Yes | Yes ( Except Payment and CRM fields ) | |
| Rules | Yes | Yes | |
| Themes | Yes | Yes (Except saved Themes) | |
| Settings | Yes | Yes (Except Document Merge and Manage Form Attachments) | |
| Share Options | Yes | Yes | |
| Approvals | Yes | Yes | |
| Integrations | Yes | ||
| All Entries | Yes | Yes (Can view only their entries under My Entries ) |
Remove Collaborator permission
Hover over the user email address and 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 permission will popup. 
Note:
- A user with Modify Form Permission cannot add new users with Modify Form permission or remove the existing ones.
- Respondents, Users who have not accepted the confirmation emails cannot be given Modify Form permission.
- Only 10 users with the Modify Form permission can be added.
- The form ownership cannot be transferred to a user with Modify Form permission. You must remove the Modify Form permission and then transfer the ownership of the form to the user.
Sharing a form with all users
- In your form builder, click the Share tab.
- Under Share With, click All Users.
- To notify your users about the shared form via email, select the Notify Users option.
- 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.
- Click Share/Share & Notify (if you have selected to notify the users via an email).
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