How to Share Fillable Forms in Zoho Writer

How to share a fillable form in Zoho Writer

Overview  

Zoho Writer allows you to share fillable forms with both Zoho users and non-Zoho users. You can control how recipients interact with the form by setting access permissions, enabling password protection, setting expiration dates, and revoking access when required.

Prerequisites  

  1. The document must be created as a fillable template in Zoho Writer.
  2. All required fillable fields should be added and configured.
  3. You must have permission to share the document.

Steps

How to share a fillable form with users   who have a Zoho account 

Step 1: Open the fillable form   
  1. Open the fillable template in Zoho Writer.
  2. Ensure the fields are correctly placed.
  3. Submit actions are configured
Step 2: Open the Share dialog   
  1. Click the Share button at the top of the document or from the Automate pane on the right panel.
  2. The Share dialog opens with access and security options.
Step 3: Choose the access level   
From the Access Level dropdown, select how recipients can interact with the document:
  1. Share- Can share, edit, and comment on the document.
  2. Edit- Can edit and comment on the document.
  3. View and comment- Can view the document and add comments.
  4. Edit field values- Can edit fillable fields only.
  5. Fill as a form- Can fill the document as a form without editing the content or layout. Select this option when sharing a fillable form with respondents.
Step 4: Share the form 
  1. Enter the email addresses of users who have Zoho accounts.
  2. Confirm the selected access level.
  3. Click Share. The form is shared instantly with the selected users.

Step 5: Optional security options for fillable forms (optional)   
  1. Set a password  
    1. Enable Password protection.
    2. Set a password that recipients must enter to access the form.
  2. Set an expiration date  
    1. Enable Expiration.
    2. Choose the date after which access to the form will be disabled automatically. These options help protect sensitive information.

How to share a fillable form with non-Zoho users  /users without a Zoho account

  1. Follow the steps till Step 3.
  2. Now in the Share dialog, enter the email address of a user without a Zoho account.
  3. After clicking Share, a confirmation dialog appears informing you that a one-time password (OTP) will be sent to the recipient’s email address.



  4. The non-Zoho user must enter the OTP received in their email to verify their identity and access the fillable form. Once verified, the user can securely fill and submit the form.
  5. Click Share.

How to revoke access for fillable forms in Writer

  1. Open the Share dialog.
  2. View the list of users the form has been shared with.
  3. Click Revoke access next to a user to remove their access. Revoking access immediately disables the shared link for that user.

Additional notes  

  1. Shared users always access the latest version of the fillable form.
  2. Revoking access does not delete submitted data.
  1. How to create a form using Writer fillable templates
  2. How to setup fields in fillable templates in Zoho Writer
  3. How to publish and embed a fillable form