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
- The document must be created as a fillable template in Zoho Writer.
- All required fillable fields should be added and configured.
- 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
- Open the fillable template in Zoho Writer.
- Ensure the fields are correctly placed.
- Submit actions are configured
Step 2: Open the Share dialog
- Click the Share button at the top of the document or from the Automate pane on the left panel.
- 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:
- Share- Can share, edit, and comment on the document.
- Edit- Can edit and comment on the document.
- View and comment- Can view the document and add comments.
- Edit field values- Can edit fillable fields only.
- 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
- Enter the email addresses of users who have Zoho accounts.
- Confirm the selected access level.
- Click Share. The form is shared instantly with the selected users.
Step 5: Optional security options for fillable forms (optional)
- Set a password
- Enable Password protection.
- Set a password that recipients must enter to access the form.
- Set an expiration date
- Enable Expiration.
- 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
- Follow the steps till Step 3.
- Now in the Share dialog, enter the email address of a user without a Zoho account.
- After clicking Share, a confirmation dialog appears informing you that a one-time password (OTP) will be sent to the recipient’s email address.
- 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.
- Click Share.
How to revoke access for fillable forms in Writer
- Open the Share dialog.
- View the list of users the form has been shared with.
- Click Revoke access next to a user to remove their access. Revoking access immediately disables the shared link for that user.
Additional notes
- Shared users always access the latest version of the fillable form.
- Revoking access does not delete submitted data.
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