Assign Form - What happens if an employee leaves or is terminated?

  • macgyverated
    Asked on June 17, 2020 at 2:32 PM

    What happens if an employee leaves or is terminated? How do we un-assign any forms they may have been assigned, since we do not have access or control to their individual Jotform accounts?

    If a user terminates their personal Jotform account, does that result in us no longer having view of their submissions?

    Will forms submitted by users using their own accounts have that user info automatically captured and be visible in my "review submissions" view, as it did in the old method for assigning forms? Or will our forms need to incorporate a filed those users must fill out signifying their name so that we know who the submissions came from?

    What happens if a form needs to go to someone that does not have or is unwilling to provide an email address, or is unwilling to create a Jotform account, and we use the link method? I assume that means any users with links could continue to create submissions indefinitely, and the only way for us to stop them would be to somehow change the link to the form?

  • Mike
    Replied on June 17, 2020 at 4:13 PM

    What happens if an employee leaves or is terminated? How do we un-assign any forms they may have been assigned, since we do not have access or control to their individual Jotform accounts?

    You can assign/unassign people for your forms directly from within your account.

    The assignees are managed on a per form basis. Click on the 'Share to' to be able to manage the assignees.

    Assign Form   What happens if an employee leaves or is terminated? Image 1 Screenshot 30

    If a user terminates their personal Jotform account, does that result in us no longer having view of their submissions?

    No, the submitted data is stored in your account.

    Will forms submitted by users using their own accounts have that user info automatically captured and be visible in my "review submissions" view, as it did in the old method for assigning forms? Or will our forms need to incorporate a filed those users must fill out signifying their name so that we know who the submissions came from?

    The entries submitted by assignees are displayed in the same way in submissions. You may want to ask the submitter's name in the form to identify the submitter.

    What happens if a form needs to go to someone that does not have or is unwilling to provide an email address, or is unwilling to create a Jotform account, and we use the link method? I assume that means any users with links could continue to create submissions indefinitely, and the only way for us to stop them would be to somehow change the link to the form?

    Alternatively, you can mark the form as private.

    Assign Form   What happens if an employee leaves or is terminated? Image 2 Screenshot 41

    Or enable the form password protection:

    How to Password Protect a Form