problems with form submission

Hello, we sent out a survey last night like we do several times a week, and I received an email stating this :

Table access request for WEBINAR RESPONSE SURVEY/TF Webinar optionTatyana Shub (vshub123@gmail.com) is requesting access to view WEBINAR RESPONSE SURVEY/TF Webinar option.

If you grant access, this user will be able to view this table in JotForm Tables.

Grant Access

I received their actual form soon after but received this notification on several of them. Was there a glitch last night?

Hello @dorfin125,

Thank you for contacting JotForm Support, we do apologize for the inconvenience that you have experienced.

Please note that this is actually not a glitch. When you assign the form, the assignees will only have access to fill out the form and to view the submissions via the Inbox page. The message you have received is from the user's trying to access the Tables page.

As I checked your Tables page, I found that it is currently set to private. If you want to allow your assignees to view the Tables page, you will need to either share it with them privately or you can make the Tables page public for all to see.

If you do not want your assignees to be able to view this table, you are following the correct process, and will simply need to ignore or deny any requests to view the table that you do receive from your assignees.

Please refer to these User Guides for additional information-

https://www.jotform.com/help/661-managing-permissions-for-your-assignees

https://www.jotform.com/help/652-adding-assignees-to-your-form

One more thing to note here- The first user guide listed above will also provide information on how to fully restrict these users from viewing any submissions, if this is more conducive to your workflow with this Form.

Have a great day!

I'm sorry, I really don't understand.

We do the exact same thing for every webinar and have done so for over 50 times and this is the first time we are getting this. Is there a setting that was changed? Here is what is sent to them:

https://form.jotform.com/201274657040146

How are they even able to get off that page to request anything else?

Maybe I'm misunderstanding the use of the words.

We (assignee's?) email the form to be filled out. In the past, the person receiving the link would click on that link and it is taking them to the page where they fill it in and submit.

WE would then get an email that the person has successfully filled it out. Yesterday for the first time, I got the email notification I sent earlier and have received calls that they were unable to fill out. We changed no notifications or settings on our end so I'm trying to figure this out.

Thank you for the quick follow-up!

I think that there is some confusion surrounding the verbiage being used here. The "Assignee," refers to the Webinar attendees that were invited to complete this Form. When you assign this Form to your attendees, they will be prompted to create a Jotform account before they fill out this form.

Once they finish the form, they will remain logged into their Jotform account. Since the Table associated with this Form is Private, the Assignee's are unable to view this tab through their account. If, however, they are able to navigate to this Table by entering the URL, or through other means, they will be able to request access to the Table, which appears to be what happened in this particular case.

Your best bet here to fully restrict your Assignee's from requesting access to this page is to Assign the form to them with "Submit Only" access. This will only allow them to create their own submission, and will not provide any additional options for them to interact with this Form or Table.

With all of that being said, there still is a chance that one of your assignee's may be able to edit the Form URL to instead lead to the Table URL, but this is not a common scenario, and even if they take this action, they will be restricted from viewing the Table and will need to request access to do so. (see below)

As for the second issue you mentioned- receiving calls that assignee's were unable to fill out your form, can you please provide some additional detail as to what part of this process they were unable to complete? Were they able to initially open the initial invitation/ assignment? Were they able to fill out any of the fields on the Form?

I apologize for the back and forth here, and look forward to your response!

Ok, I'm really confused now because we created these forms so it would be very easy.

Like I said, we have sent them over 100 times and only last week were they asked to create a form.

I don't suppose I could have a phone call with someone? Maybe sending notes back and forth is creating some confusion?

Hello dorfin125,

Thank you for the follow-up, and apologies for the confusion! Currently, our Support Forum is our only method for providing support, and we do not offer any sort of live phone support.

In looking over your request, it appears that the original issue of a Form Assignee (recipient) requesting access to your Table was not a bug, and was instead just one of your recipients creating a user account for JotForm and clicking around until they found your Table and requested access.

Everything is currently configured so that you recipients will not be able to view this Table data, but since it exists in a public URL, people may be able to find that URL and request access to view the data, which would trigger you to receive a notification.

With that being said, the vast majority of your form assignees will simply complete your form and move on, but we cannot stop them from exploring our website after submitting their form, and in doing so, there is a chance that they may unintentionally find this URL, and request access to view your data.

Have you received any more emails alerting you to form recipients requesting access to your Table, or was this more of a one-off issue?

Additionally, can you please provide some additional context on the emails reporting that some assignee's are unable to complete this form? Was there a specific field that they were unable to fill out? Were they able to open the URL to begin with? Were they able to fill out the entire Form, but not click "Submit"?

Thank you for your patience, and I look forward to your response!

Thank you, that makes more sense.

We have a few other ones coming up so I'll be sure to let you know if any further issues arise.