How to add colleagues to your JotForm account to foster cooperation

Accessing the information or tools you need to get work done shouldn’t be like pulling teeth.

But sharing online forms and any incoming data with colleagues in your company can get complicated when multiple people have their own JotForm accounts and various coworkers need some level of access to the information in those accounts.

JotForm Enterprise can help your team create a seamless data-collection workflow and consolidate all of your collected data in a single place.

Our Enterprise plan can also help your organization strike a balance between security and convenience by providing colleagues with the access they need and allowing designated account administrators to modify someone’s access at any time.

Though it’s easy for any JotForm user to quickly share forms and submitted information, there are some limitations that can be resolved with the help of JotForm Enterprise.

But before we delve into the benefits of sharing forms in JotForm Enterprise and adding multiple users to an account, we’ll explain how all JotForm users can share their forms and submitted form data with anyone.

How can JotForm users share forms and submitted information?

JotForm offers several ways for users to share forms and submitted information with people in their organization, even if they don’t have a JotForm account.

You can assign an online form to anyone, including your coworkers, by sharing a dedicated link to your form or sending them a customizable email invitation.

You can then limit form access to colleagues who share the same email domain, as well as indicate what they can do with your form and how long their access should last.

JotForm enables you to see who has access to your form and quickly modify an individual assignee’s access at any given time.

This sharing process is similar in JotForm Tables, which allows you to share your entire workspace — and all of the submitted form information within it — with practically anyone.

All JotForm users can grant read-only access to colleagues within their organization who share a common email domain. JotForm Tables also enables users to control who can access information, what they can do with it, and how long this access should last.

What makes sharing in JotForm Enterprise so unique?

While JotForm makes it easy for users to not only share their forms and submitted form responses but also retain some control over the process, there are some limitations on what others can do with these forms and submissions.

Assigning forms is a great way to share information with colleagues or have them collect it on their end, but they can only view, manage, and edit the responses they submit. In other words, they cannot view, edit, or manage responses submitted by others.

Sharing a JotForm Tables workspace enables your colleagues to edit submitted form information when necessary, but they can’t do any more than that. For example, they can’t organize data in new tabs, create reports, or view appointments in calendar format unless you, as the form owner, make those changes for them.

As an alternative, colleagues could create their own JotForm accounts so they can build forms, share them, and collaborate on incoming information, but this may get overwhelming since the individual forms and submitted responses that guide decisions within your organization are housed in multiple JotForm accounts. These multiple accounts can also become problematic when someone leaves your organization.

JotForm Enterprise can help your organization develop an organized way to collect, store, and share information among colleagues, as well as streamline the process and consolidate everything within a single corporate account.

By design, designated administrators of a JotForm Enterprise account have more control over the data-collection and sharing process than users, who have access to view submitted form data or edit forms. This arrangement gives multiple stakeholders within your organization — not just a single person — the ability to oversee operations and take action quickly.

JotForm Enterprise account administrators can also add multiple users. This allows them to securely share information with colleagues in a single place.

Designated administrators can specify what level of access each user has to the organization’s forms and collected data.

Regular users and administrators generally share the same level of access in JotForm, including the ability to create forms and manage submitted responses. The key difference with Enterprise is that regular users don’t have access to the backend features in an organization’s Enterprise account, including the activity log and admin dashboard.

On the other hand, data-only users aren’t able to create forms and can only access submitted responses that are shared with them.

When users leave your organization, JotForm Enterprise can safeguard the data they collected — and any forms they created — by locking their accounts. This gives you time to figure out what to do with the forms and data in a former colleague’s account.

Just so you know…

JotForm Enterprise users can share a public link to a JotForm Tables workspace, allowing anyone to view the table. However, only administrators and registered users for an Enterprise account are able to access and collaborate on a workspace that’s private or shared with colleagues in your organization.

Conclusion

Sharing forms and submitted information with people in your organization can be difficult if you’re all using separate JotForm accounts.

When there’s no way to consolidate everything in one place and control access to the online forms and information collected through them, it can take longer to find the information you need.

With the help of JotForm Enterprise, sharing online forms and any submitted information within your organization is easy. Administrators of JotForm Enterprise accounts have full control over the sharing of online forms and any submitted data, so you no longer need to look high and low for what you need, much less worry about what kind of access specific people have.

Sound like something that could work for your organization? Reach out to our Enterprise sales team today, and see how JotForm Enterprise can help you develop a frictionless data-sharing workflow that’s second to none.

This article is originally published on May 24, 2021, and updated on Jun 04, 2021.
AUTHOR
Darin is a content writer at JotForm. He is passionate about disrupting perceptions, solving problems, and helping people be more productive with the easiest online form builder. Outside of the office, he is a rush-hour straphanger, adventure seeker, coffee drinker, and frequent traveler. You can contact Darin through his contact form.

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