Only allow specific people to access the form

  • William Mendes
    Asked on June 13, 2018 at 12:20 PM

    Hello. I would like to know if you have an option available so that I can create users and passwords for people to fill out my form.

    For example: I have a form and would like only specific people to have access to it. With a way that each of these people has a user and a password to access and respond to my form.

  • Vanessa_T
    Replied on June 13, 2018 at 2:07 PM

    UPDATE (August 20, 2019): Password protection feature is available now. 

    Here is how it works:

    1. Open the Form Builder and find the Enable Password Protection option under the Settings tab. 

    Only allow specific people to access the form Image 109

    2. If you select this option, you should set a password for the form. If you don't set any password, the Enable Password Protection option will be unselected.

    1566296147Screen Shot 2019 08 20 at 10 Screenshot 21

    3. When you set a password for the form, a person who wants to open the form will see this page:

    1566296207Screen Shot 2019 08 20 at 10 Screenshot 32

    4. If the person enters the incorrect password, s/he cannot open the form and will see this warning:

    1566296231Screen Shot 2019 08 20 at 10 Screenshot 43

    5. If the person enters the correct password, s/he can open the form and submit it. However, if you (form owner) change the password after s/he opened the form, s/he cannot submit the form and will see this warning:

    1566296247Screen Shot 2019 08 20 at 10 Screenshot 54

    6. You can reset the password by clicking on the RESET PASSWORD button or unchecking the Enable Password Protection option.

    1566296263Screen Shot 2019 08 20 at 11 Screenshot 65

     

     

     

    We do have a workaround that would enable you to share the form to specific people only. However, for this workaround to work, you would need to know the username and password values beforehand.

    Please note that this is not a real password protection but only a workaround.

    Basically, we would just have two fields that we'll label username and password, then if the values for these questions, matches the predefined list of values you have, then we will show all the other fields of the form.

    Suppose we have the following user credentials:

    User: first

    Password: user

    Username: test

    Password: jotform

     

    Workaround:

    1. Create the username and password field

    2. Add a form calculation widget field, let's name it Access Code for this example, then set it up to concatenate the username and password, then hide this field

    Only allow specific people to access the form Image 76

    3. Add a section collapse field

    4. Add all the other fields under the section collapse

    Only allow specific people to access the form Image 87

    5. then, we'll create a condition where if Access Code is any of your predefined values, then show the section collapse

     

    Only allow specific people to access the form Image 98

    Result:

    Only allow specific people to access the form Image 109

    Some other option when sharing the form to specific people: https://www.jotform.com/help/306-Allow-Jotform-to-Be-Filled-out-Only-by-Those-with-a-Special-Link

    Let us know if you need more help.

     

  • Nur Karabağ JotForm Developer
    Replied on August 20, 2019 at 7:28 AM

    UPDATE: Password protection feature is available now. 

    Here is how it works:

    1. Open the Form Builder and find the Enable Password Protection option under the Settings tab. 

    Only allow specific people to access the form Image 10

    2. If you select this option, you should set a password for the form. If you don't set any password, the Enable Password Protection option will be unselected.

    1566296147Screen Shot 2019 08 20 at 10 Screenshot 21

    3. When you set a password for the form, a person who wants to open the form will see this page:

    1566296207Screen Shot 2019 08 20 at 10 Screenshot 32

    4. If the person enters the incorrect password, s/he cannot open the form and will see this warning:

    1566296231Screen Shot 2019 08 20 at 10 Screenshot 43

    5. If the person enters the correct password, s/he can open the form and submit it. However, if you (form owner) change the password after s/he opened the form, s/he cannot submit the form and will see this warning:

    1566296247Screen Shot 2019 08 20 at 10 Screenshot 54

    6. You can reset the password by clicking on the RESET PASSWORD button or unchecking the Enable Password Protection option.

    1566296263Screen Shot 2019 08 20 at 11 Screenshot 65