Sometimes, users may need to share a form entry with a third party who isn't part of the account, such as an external client. That’s why we’ve included the 'Share Options' tab in the Forms Settings page, allowing you to automatically share the form with the relevant recipient(s). There are four sharing options:
To read more in depth about each option, make sure to check out this article!
Option 1: Auto-Share All Entries With
This setting automatically shares each form entry with a predefined email address. It's ideal if your client needs to receive every submission and you already have their email address.
To activate this option:
Access the Forms feature found in the left sidebar and enter the relevant form.
Click on Options on the top right of the screen, and then on Settings.
Head over to the Sharing tab, scroll down to locate the Auto-share all entries with option - and check the Email Addresses option.
Fill in the relevant email address then click Enter - and you're all set!
Option 2: Advanced Auto-share
This option allows you to set additional rules, including specific conditions, for automatically sharing new entries, meaning the entries will only be shared if the conditions are met. This is convenient for when you need the relevant stakeholders to be alerted if a certain field was or wasn't met. For example, if the third-party recipient is your accountant, they would only receive the entry when an expense exceeds $2,000.
To set this up:
Enter the Sharing tab in the Form settings.
Scroll down until you see the Advanced auto-share option and click on Add rule.
Select a title for your rule.
Under Recipients, tick the Email addresses box.
Finally, select the condition for this rule, so that only if this condition is met, the entry will be automatically sent.
Option 3: Recipient List Selection
This option is ideal when form entries need to be shared with specific individuals based on certain scenarios. For example, if you're a cleaning company with regular clients, you can add all clients to the list in order to allow your cleaners to select the relevant client after finishing their cleaning shift.
To set this up:
Enter the Sharing tab in the Form settings.
Scroll down until you see the Recipient list selection option and toggle it on.
Select a list title, for example 'select the relevant client', and click on Add recipient.
Select the option Enter Email address, enter the client's email and their display name.
Finally, select whether you would like to require users to select at least one recipient, and whether to allow users to select multiple recipients.
Option 4: Recipient Email Input
There may be situations where users need to share a form entry with someone whose email isn't readily available. For instance, in a cleaning company without regular clients, cleaners can manually input the client’s email after completing their shift, in order to send the client a report of the work done.
To activate this option:
Enter the Sharing tab in the Form settings.
Scroll down until you see the Recipient email input option and toggle it on.
Enter the email address title, for example - 'please enter the client's Email'.
Decide whether to make this field a requirement.
This is how it will look for the user when they complete the form:
*Advanced Auto-share is Available from the Expert Operations Plan*
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