How to hide specific submissions when you share the Tables?

Hello,

I was wondering if Jotforms can be hosted on a website but then be used by members of that website?

For example, let's say I have a business that provides services to other businesses. I make a great form that they find useful and they want their clients to complete it BUT they want me to host it on my website and then they will access their client's data results on my website.

Here's where it gets complicated: I could have hundreds of such businesses, all of whom have separate clients. I want to be able to offer all of them the ability to direct their client to my website, select their business name then that client will complete the form with data going to the business of interest.

Is that possible with Jotforms?

Thanks,

Ralph

Hello Ralph,

Thank you for reaching out to Jotform Support. Jotform online forms data are directed to our servers. If I understood what you are asking, you want to be able to have the data available for different businesses depends on whom the client is. It is possible to have the submission table shared, but you need to embed it on your website. Also, once a Submission Tables is embedded and shared publicly, all data will be visible.

You might also want to check out this related guides:

How to Share Your Submission Tables with Jotform Tables and Collaborate

How to Embed Form Submissions Into a Website

If that’s not exactly what you’re looking for, can you explain a bit more so I can help you better?

Hi Myla,

Thanks for your reply and the info.

Here's a bit more info....

I make short math and science quizzes to help teachers prepare their students for State exams. There are a lot of quizzes with many more planned.

Ideally, I'd like to be able to have many teachers be able to assign these quizzes to their students. So a given form (one form per quiz) might be completed by 1,000 students. But when the teacher logs in, I want her/him to be able to go to the form and only see the results for her/his 30 students.

I guess this would require imposing some kind of a search criteria on the form's data such that the data is filtered by the teacher's ID. Ideally, I would want that step to happen automatically when the teacher logs in so s/he can't accidentally access data from that quiz that belongs to other teachers.

Thanks,

Ralph

Hi Ralph,

Thanks for your explanation. As mentioned by my colleague, if you've shared the Submission table of a form with a user, they will see all the submissions. We can't hide the other students' submissions. I would suggest creating a form for each teacher. You can use the Form and Table Collaborator feature that my colleague mentioned. In this way, each teacher can only access their form and the submission table. Sharing the Form Collaboration link with your teammates is easy. Let me show you how:

1. On the top right side of the Form Builder page, click on Add Collaborators.
2. In the window that pops up, click on Copy Link.

For the Submission Tables, we have a Share button on the right side of the page that you can use to share your Tables page with others. Let me show you how:

1. On the Jotform Tables page, click on the Share button.

2. Click on Share Settings and select Private Table, so only people you invite will be able to see your Tables. You can also set the default role of the invitation link as either Read-Only or Collaborator. Let me explain the difference between those:

• Read Only means that only people you invite will be able to see your Tables.
• Collaborator means that anyone you invite will be able to see and edit the data, but they won't be able to adjust or change the table settings.

3. Now, use the Generated Link or the Invite by Email feature to invite people.

If you also want to share the Form Inbox, here's how to do it:

1. On your Jotform Inbox page, click on the Share button on the top-right side of the page.
2. In the Share This Inbox window, click on Settings.
3. In the Settings window, click on Private Access. 
4. Scroll down the list, click on Collaborator in the Permissions section, and then click on Go Back.
5. In the Share This Inbox window, click on Copy Link to share your Inbox page via email or use the Invite By Email option.

They won't be able to access the other forms in your account by sharing the collaborator's link or inviting them. They can only access the specific Form, Inbox, and Table that you shared.

We also have guides about How to Share Your Form With Collaborators and How to Share Your Form Inbox that you can check out.

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

Thanks very much for the very helpful explanation.

I appreciate both of your times and efforts.

Have a good day.