I'd like a password protection, but not when opening the form

Good afternoon,

I have completed a form, linked below, and need some assistance.

1. Password protection - There is sensitive information on the form, so I would like a password protection on it, but not when opening the blank form. We only need it once the form is submitted. I thought my account had the HIPPA ability.
2. I have assigned collaborators, but when they open the table, there is only an option to download attachments uploaded through the form. I need them to be able to download the submitted PDF. I am hoping to reduce the size of the PDF in the future, so it will actually attach to an email, but in the meantime, collaborators need access.

Thank you,

Alicia Lynch

Hi Alicia,

Thanks for reaching out to Jotform Support. I'm an AI assistant. I'll do my best to help you until someone from the support team is available.

Regarding your request for password protection after form submission, Jotform does not support password protection specifically on submitted forms or PDFs, only on the form itself before submission. For collaborators to download submitted PDFs, you can enable PDF attachment in email notifications or share submission access with them.

For reducing PDF size, consider optimizing images or using PDF compression tools before attaching them to emails.

Give it a try and let us know how it goes.

Hi Alicia,

Your account is not HIPAA-compliant. The HIPAA-compliance feature is only available with Gold subscriptions. If you're interested, you need to upgrade your account to the Gold plan.

Now, if you don't want password protection when opening the form, you may want to enable the Form Encryption in your form. This further safeguards sensitive information in your forms. It’s a type of end-to-end encryption, a security measure that guarantees privacy by encrypting your form data when your form users fill it out and submit it.

But note that some features in the Form Builder will become unavailable once you enable it in the form. Here is the list:

• Not available on Smart PDF Forms
• Autoresponder Email
• Customizable Notification Emails — You will still receive a notification email when you receive a new submission.
• Save and Continue Later
• Change Email Recipient Condition
• Integrations (Except for Payment Gateways)
• Approval Flows
• Jotform Sign
• PDF Downloads — You can still view the data in the PDF Editor but can only Print it.
• Form Reports — Excel, Grid Listing, HTML Table, RSS, and Calendar.
• Digest Emails — You can only receive the new submission count in the latest period of the digest.
• Filters — When viewing data through the Tables and Inbox, the filter feature is disabled.

As you can see from the above list, Form Encryption is not available on Smart Forms, which is the type of form that you have provided. So this will not be available to your TNHA Housing Programs Application - HS-FRM-0011 form. Still, let me show you how to enable Form Encryption for your regular forms:

1. In Form Builder, click on Settings on the orange navigation bar at the top of the page.
2. From Form Settings, toggle Form Encryption.
3. Enter your account password and click on Verify.
4. Enter your preferred access code and tick on the condition.
5. Click on Enable Encryption.

After further checking with your form, I found that you have enabled the PDF Password in the Notification email. Check out my screenshot below:

You can also do the same with the Autoresponder email for added protection on the PDF attachment. Let me show you how to do this:

1. In Smart PDF Forms Builder, click on Settings on the blue navigation bar at the top of the page and select Emails from the left side window.
2. Click on the Pencil icon of the Autoresponder.
3. From the Advanced tab, toggle Enable PDF Password.
4. Enter your preferred password.
5. Click on Save at the bottom of the page.

As for your other question, I've moved that to a new thread and will be helping you out here.

Let us know if you have any other questions.