Zoho Vault SecureForms

SecureForms

Available only in Professional and Enterprise edition

Zoho Vault SecureForms allows you to securely gather confidential information from anyone within your organization or external collaborators. For example, an educational institution can use SecureForms to safely collect passwords from students. Once submitted, this data can be imported directly into your vault account for secure storage. All information submitted through SecureForms is encrypted to ensure maximum security and privacy.



Zoho Vault offers two types of SecureForms:
  1. Private Form: These forms are accessible only to specific email addresses that you configure during form creation in Zoho Vault.
  2. Public Form: These forms can be accessed and submitted by anyone with the form link, making it easier to collect information from a broader audience.
To enable SecureForms,
  1. Navigate to the Settings tab.
  2. Under the Admin Configurations section, click Fine-Grained Controls.
  3. Turn on the SecureForms option.
  4. Choose whether to enable it globally for all users or selectively for specific users, based on your requirements.
Notes
Note: Only super admins and admins have the permission to enable or disable SecureForms for users within the organization under Fine-grained controls. 

Creating a SecureForm in Zoho Vault 

Follow these steps to create a SecureForm and securely collect confidential information:
  1. Log in to your Zoho Vault account.
  2. Navigate to the Settings tab.
  3. Under the Password Management section, select SecureForms.
  4. Click Add to create a new form.
  5. Enter a Form Name for identification.
  6. Choose the Form Type:
    1. Private Form: Specify the email addresses allowed to access and submit the form either by entering them manually or by importing a list. 
    2. Public Form: Anyone with the form link can access and submit responses. 
  7. Set the Maximum Allowed Passwords limit that can be submitted via the form. By default, the limit is set to 30, and it can be increased up to a maximum of 100.
  8. Enable Multiple Submissions if you want to allow respondents to submit more than once.
  9. Select the Allowed Password Categories that users can submit information under.
  10. Set a Form Validity period to define how long the form remains active. 
  11. Click Add to save and create the form.
Notes
Note: The form will automatically expire in 30 days of creation. 
  1. Once your SecureForm is created, you can share it using the following methods:
    1. Send via email for Private Forms: Share the form link directly with recipients through email.
    2. Copy and share manually for Public Forms: Copy the form URL from the SecureForms page and share it through your preferred communication channels.
  2. You can delete the SecureForm URL at any time. The form will automatically become inactive once its set validity period expires.
Notes
Note: It’s recommended to test your SecureForm before sharing it widely. For private forms, add your email address as an authorized user and submit a sample response. For public forms, paste the form link into a private or incognito browser window and submit a sample response. Once you’ve verified that the form is functioning properly, you can confidently share the link with your intended recipients.

Managing SecureForms in Zoho Vault 

  1. To modify an existing SecureForm, click the Edit icon under the Actions column. Please note that the Maximum Allowed Passwords limit can only be increased and cannot be reduced from its previous setting.
  2. To delete a SecureForm, click the Delete icon under the Actions column. Be aware that deleting a form will permanently remove all data associated with it, and this action cannot be undone.
  3. To create copies, click the Duplicate icon under the Actions column. 

Importing data collected via SecureForms into Zoho Vault 

After collecting data through SecureForms, you can securely import it into your Zoho Vault account by following these steps:
  1. Select the form from which you want to import data.
  2. Click the Key icon under the Actions column to import individual items. Alternatively, use the Select All option to import all received items at once.
  3. Before importing, you can edit the field values if any adjustments are needed.
  4. For better management, group the imported items into appropriate folders within Zoho Vault.

Form Timeline 

The Form Timeline provides a detailed audit trail of your SecureForm’s activity. You can monitor who accessed or submitted the form, along with timestamps and other relevant details. Additionally, it logs information about any confidential data that has been imported into your vault, ensuring full visibility and accountability. To view the Form Timeline, click the timeline icon of the form.
Notes
Note: The Professional plan supports up to three active forms per user, while the Enterprise plan allows up to five. To create more forms beyond these limits, you’ll need to delete an existing form or reach out to Zoho Vault support for assistance.