Share Privately

Share Forms within your Organization

You can privately share forms only with the people of your organization. To do so, you must have them added as users to your Zoho organization. Once this is done, you can share it with specific users or your entire organization. 

Table of Contents

Share with specific users

This option allows you to share your form with a specific set of users in your organization with defined permissions. 

To do so,
  1. Click Share tab. 
  2. Click Specific Users.

  1. In Share With, enter the user email addresses with whom you wish to share the form. 
  2. In the Allow users to dropdown, select the form permission you wish to grant to the user(s). Read more on permissions here. 
  3. If you wish to notify the users via an email, check Notify Users
  4. Enter the message you want to send in the email body in the Message box. 
  5. Click Share (Share & Notify  in case you have selected to notify the users via an email.)
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.

Allow permissions for the form

You can choose to share the form with 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. 

To view the list of Users having Modify Form permission, click the icon on 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. 

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

Allowed Actions Form OwnerView and Submit Form modeModify Form mode
Access and Submit
Builder     

 

(Except Payment and CRM fields)

Rules     
Themes     

 

(Except saved Themes)

Settings     

(Except Document Merge and Manage Form Attachments)

Share Options      
Approvals      
Integrations  
All Entries     

(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.

Share with all users

This option allows you to share your form with all users in your organization. 

  1. Click Share tab. 
  2. Click All Users.
  3. If you wish to notify the users via an email, check Notify Users
  4. Enter the message you want to send in the email body in the Message box. 
  5. Enter the email addresses of the users in the text box provided
  6. Click Share (Share & Notify  in case you have selected to notify the users via an email.)

 

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