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 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. 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 th e users.  Read more   o n 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 3 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


    Zoho CRM Training Programs

    Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

    Zoho CRM Training
      Redefine the way you work
      with Zoho Workplace

        Zoho DataPrep Personalized Demo

        If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

        Zoho CRM Training

          Create, share, and deliver

          beautiful slides from anywhere.

          Get Started Now


            Get started with Zoho Sign

            in a few quick steps!

            Download Help Guide





                      Still can't find what you're looking for?

                      Write to us: support@zohoforms.com


                            




                            

                        Zoho Marketing Automation

                          Zoho Sheet Reources

                           




                              Zoho Forms Resources


                                Secure your business
                                communication with Zoho Mail


                                Mail on the move with
                                Zoho Mail mobile application

                                  Stay on top of your schedule
                                  at all times


                                  Carry your calendar with you
                                  Anytime, anywhere




                                        Zoho Sign Resources

                                          Sign, Paperless!

                                          Sign and send business documents on the go!

                                          Get Started Now


                                              Zoho SalesIQ Resources



                                                  Zoho TeamInbox Resources



                                                          Zoho DataPrep Resources



                                                            Zoho DataPrep Demo

                                                            Get a personalized demo or POC

                                                            REGISTER NOW


                                                              Design. Discuss. Deliver.

                                                              Create visually engaging stories with Zoho Show.

                                                              Get Started Now











                                                                                    • Related Articles

                                                                                    • Sharing Reports

                                                                                      You can share your reports in the following ways: As a public link With specific users in your organization With all the users in your organization Embed options Sharing Report as a public link You can share a link to your form's report with the ...
                                                                                    • Welcome to Zoho Forms!

                                                                                      Transform the time-consuming “collect, stack, and enter” paper forms workflow into the much simpler “capture, store, and process” paperless approach with Zoho Forms. With our easy-to-use form builder, creating a form is simple, with no downloads or ...
                                                                                    • How can I use Zoho Forms privately within my organization?

                                                                                      You can choose to add users of your organization to Zoho Forms and share forms and reports privately. This works well for leave forms, employee satisfaction forms and feedback forms. You can set up an approval system and assign tasks to your team ...
                                                                                    • Users & Permissions

                                                                                      Table of Contents User Roles Adding Users Deleting Users Changing User Roles Changing Super Admin 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 ...
                                                                                    • Sharing Translated Forms

                                                                                      Table of Contents Sharing a translated form URL Sharing translated forms as QR code Embedding translated forms on website UTM Tracking in translated forms Sharing a translated form URL Once you have translated your form into the required languages, ...
                                                                                    Wherever you are is as good as
                                                                                    your workplace

                                                                                      Resources

                                                                                      Videos

                                                                                      Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.



                                                                                      eBooks

                                                                                      Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.



                                                                                      Webinars

                                                                                      Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.



                                                                                      CRM Tips

                                                                                      Make the most of Zoho CRM with these useful tips.



                                                                                        Zoho Show Resources