How to see the forms with workflow be accesible to form users?

Under settings, it's possible to select that the workflow is only accessible by members of your organisation. Does that mean that all the forms in the workflow would also be subject to this restriction?

Context: I have a number of forms, most of which I would prefer to be restricted, but the first one needs to be available for clients to complete. It's unclear whether the restriction applies to just viewing the workflow itself, or if it also applies to all the forms that are part of the workflow. If it would blanket restrict all the forms then I would be forced to have the whole workflow public.

Hi Caz,

Thanks for reaching out to Jotform Support. When you set your Jotform workflow to be accessible only by members of your organization, the restriction applies to viewing and accessing the workflow, not directly to individual forms within the workflow. Each form in the workflow will retain its own sharing settings, so you can keep specific forms, like the first one you mentioned, publicly accessible while restricting access to the workflow itself.

To make sure clients can fill out the initial form without any restrictions, set that particular form's sharing settings to Public, and it will be accessible independently of the workflow's access permissions. This way, you can maintain access control for the overall workflow, while ensuring individual forms have the flexibility you need. It's easy to change your Form Status from Private to Public. Let me show you how:

1. In Form Builder, in the orange navigation bar at the top of the page, click on Publish.
2. Click on Private Form next to Share With Link, and then select Public Form in the window that opens.

That's it. Now, anyone filling out your form won't be asked to create a Jotform account.

Give it a try and let us know if you have any other questions.

Hi Adrian,

Thanks ever so much. Very pleased that I can set the privacy settings per form within the workflow as well as over the workflow itself. That is what I hoped but then second guessed myself! :D

Appreciate you getting back to me so promptly.

Caz

Hi,

Having received this answer, I have now tested this over the last few days.

I have determined that your answer is wrong. If I set the workflow to private, the initial form that the workflow stems from is also made private. If I change the form back to public, it changes the whole workflow to public. Only the forms later on in the workflow can have their privacy independently changed.

(I discovered this because I changed the workflow to private, and then two clients could not find the booking form that is at the beginning of the workflow. When I went to investigate, it turned out that the booking form had been made private. I made it public, and now the whole workflow is public again.)

Just thought you should know, so that you can amend your advice to people in the future, or fix the glitch so that it works as you claim above.

Thanks!