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.

Collect data

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.


To share your form with specific users in your organization, 
  1. In your form builder, click the Share tab.
  2. Under Share 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 form privately
To view the list of users the form is shared with, click Shared Users. This list will show the users with both View and Submit Form and Modify Form 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. View and 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.

     Modify Form permission

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

Form Collaborators

The following table defines the actions allowed depending on the permissions granted to the user under Allow user to  dropdown:

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


Integrations
Yes


All Entries
Yes

Yes
(Can view only their entries under  My Entries )

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 5 users with 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

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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