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How can form submissions be visible to individuals other than the form admins?

Use the share options to send form entries to third parties

Shoshana Fleischmann avatar
Written by Shoshana Fleischmann
Updated over 2 months ago

You can do this with the Sharing Options capability within Forms! This allows you to share form entries with relevant stakeholders inside/outside your company.

To make form submissions visible to individuals other than the form admins:

  1. After creating the form, access the Options, select the Settings

  2. Navigate to the Sharing Options tab

  3. To select how recipients will receive the entry, click the 'Entry format' dropdown and choose between sending it as an (1) attachment, as a (2) download link, or  (3) directly in the email body.

  4. Second, select the relevant option(s) out of the following:

    • Auto share all entries - This option allows you to ensure each entry made is shared with the relevant people. You can select the relevant users or direct managers within the platform or write the email of any external parties. Select one, multiple, or all of these sharing options.

    • Advanced auto share - Create smart sharing rules based on specific conditions in form responses or user profiles. For example, send high-value orders to finance managers or route requests based on departments. Set up multiple routing rules to ensure information reaches the right people.

    • Recipient list selection - This option is great if you'd like the entries to be shared with a specific person (i.e Direct manager, HR department, etc). If you choose this option, you can add all relevant users/admin, and any external emails and when the user is about to submit their entry, they will need to select who to send it to.

    • Recipient email input - Allow users to manually enter recipient email addresses when submitting forms. This gives employees the flexibility to share entries with any external email address.

  5. Once you make your selection, save the changes.

    Below is an overview of the process:

Please note: you can select one of the options explained in step 4 or all of them.

*The Sharing Options are available from the Expert plan under the Operations Hub*

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