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How to Configure Access to Forms?

Configuring access to forms is not just a technical issue, but also a strategic and ethical measure to protect information, ensure the quality of collections and meet legal and organizational requirements.

Proper access configuration aims to guarantee the confidentiality and integrity of the information collected, avoiding unauthorized access and protecting sensitive data, ensuring that only designated users can view, respond to or manage a given form.

Ways to configure access to forms​

There are four ways to configure access to forms, with the 4th option being recommended. Let's look at each of them:

1. Individually, on the form itself​

  1. Click on Forms Forms, available in the Main Menu;
  2. Select the folder where the form is contained;
  3. Then click on the desired form;
  4. From the Actions drop-down menu (Learn more...) located in the upper right portion of the screen, choose the Authorized Users option.
  5. In this option, you can choose between specific collaborators/device accounts or groups (organizational units).

2. In the folder where the form is inserted​

  1. Click on Forms Forms, available in the Main Menu;
  2. Select the folder you want to configure and click Authorized Groups Authorized groups.
  3. Select the groups that will be authorized to access the folder.
Access inheritance

Learn more about registering groups.

3. Individually, on each employee or device account​

  1. Click on Collaborators Collaborators, available in the Main Menu;
  2. Choose the group that contains the employee you want to configure;
  3. Click More options... More options..., located to the right of the collaborator's record or device account, and choose the Form access option;
  4. Choose whether to allow access to specific forms or the forms folder:

4. In the group, or organizational unit, that contains collaborators or device accounts - 🚨 RECOMMENDED OPTION!​

The best way to manage access control to forms in a workspace is to organize collaborators into groups (organizational units) and forms into folders. With this approach, you simply grant the groups access to the appropriate folders, which already contain the forms.

This way, when there are new collaborators or new forms, the access settings will be applied automatically, making it easier to manage access to forms.

Learn more how to organize forms into folders.

Learn more about registering groups.

Learn more about inviting collaborators.