Users & Permissions

Table of Contents

A user is anyone who is a part of your Zoho Forms organization. In an organization, all users might not require the permission to control the forms and related data. To limit the access and permissions granted to the users, you can assign them to different roles in Zoho Forms.

By default, Zoho Forms has an elegant data access structure that is guided by the principle of least privilege. The data will be shared only if the form owner shares it with other members of the organisation or with the general public and the data collected by the user will never be inadvertently disclosed to other users.

When granting permissions to users in your organisation, we recommend that you follow the same principle of least privilege which means that you grant your users permission to only the actions required to complete their tasks.

User Roles

Based on their permission to add/modify users, create forms, and submit data, users are classified into Super Admin, Admin, User, and Respondent. The roles assigned to a user in Zoho Forms need not necessarily follow your organizational hierarchy.

Here is a detailed table showing the restrictions for each user role.

Permissions	Super Admin	Admin	User	Respondent
Create Forms/Reports	Yes	Yes	Yes
Access Forms	Yes	Yes	Yes	Yes
Submit Forms	Yes	Yes	Yes	Yes
Share Forms/Reports	Yes	Yes	Yes
Add approvals	Yes	Yes	Yes
Assign tasks	Yes	Yes	Yes
Add new Users	Yes	Yes
Assign Roles	Yes
Alter User status(Active/Inactive)	Yes	Yes
Change Super Admin	Yes
Rename Portal	Yes
Add Custom Domain	Yes
Set Form Language based on account profile	Yes	Yes	Yes	Yes
Configure SMS Gateways	Yes	Yes	Yes
Configure DKIM	Yes
Manage Sender Email Address	Yes	Yes	Yes
Configure SMTP	Yes
Export Form Data	Yes
Manage Scheduled Reports	Yes	Yes	Yes
Manage HIPAA at organization level	Yes
Export Record Audit Data	Yes
Audit at organization level	Yes	Yes
Export File Storage Info	Yes
Export Form Audit Data	Yes
Revoke Access Tokens	Yes	Yes	Yes

Note: If a Report is shared with edit permission, Respondent can edit, approve, or deny it.

Adding Users

To add users to your Zoho Forms organization, you must first send them an invitation from Zoho Forms. Invite Users to your organization so that they can collaborate while creating forms for your organization.

To invite users to your organization,

Log in to your Zoho Forms account as the Super Admin.
Click the Users under Setup.
Click the + Add User button in the top-right corner.
Enter the email address of the person you want to add and click Add.

An email invitation will be sent to the invitee. Until they accept your invitation, you will see a Pending message and a Re-invite option next to their name.

Note: If a user in your organization tries to access Zoho Forms without an invitation from a Super Admin, a new portal will be created. These users cannot be added to your Zoho Forms organization. Please contact support@zohoforms.com to move these users to your Zoho Forms organization.

Deleting Users

If you wish to delete a user from your Zoho Forms org, hover over the user that you wish to delete and click the Delete icon.

Only the Super Admin can delete other users in the org.
A Super Admin cannot be deleted within Zoho Forms.

Before a user is deleted from your Zoho Forms org, you must ensure that the following roles of the user are transferred/removed:

User should not be the owner of any form in your Zoho Forms org.

User should not have the Modify Form permission to any shared form.

User should not be involved in the Form Approval process or be the Approval Admin.

SMS connections that the user owns should not be used in any form within your Zoho Forms org.

On deleting a user from your Zoho Forms org,

All the saved themes owned by the User will be transferred to the Super Admin.

Folders owned by the User will be deleted.

Tasks assigned to the user will be removed. (Form entries/Form Rules need to be re-assigned to a different user).

User's email address used by other users in the org, in the Sender Email option, will be removed.

Changing User Roles

Sometimes when users with limited permissions are required to pitch in for completing a task, you can modify the user roles to grant access and assign them with new roles (User, Respondent, or Admin). You can change the roles of users in your organization by assigning them new roles.

To do so,

Log in to Zoho Forms as Super Admin.
Click the Users under Setup.
Click the drop-down box corresponding to the person whose role you wish to change.
Choose the user role as required.

Changing Super Admin

Login to Zoho Forms as the Super Admin.
Click the Users under Setup.
In the top-right corner, click the Change Super Admin icon.
In the pop-up, select the new Super Admin from the dropdown list.
Click Change.