Only allow specific people to access the form

  • Profile Image
    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.

  • Profile Image
    Vanessa_T
    Answered on June 13, 2018 at 02:07 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. 

    15662961281.png

    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 10.4

    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 10.5

    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 10.5

    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 10.5

    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 11.0

     

     

     

    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

    15289127102.png

    3. Add a section collapse field

    4. Add all the other fields under the section collapse

    15289129681.png

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

     

    15289129103.png

    Result:

    15289131851.gif

    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.

     

  • Profile Image
    nelly
    Answered on August 20, 2019 at 07:28 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. 

    15662961281.png

    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 10.4

    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 10.5

    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 10.5

    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 10.5

    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 11.0