Jotform Tables allows you to share tables so that coworkers or others within your organization can collaborate and help manage your form data. Tables can be public, private, or available only to those within the company. You can set permissions as read-only or collaborator. You can also allow collaborators to print or download submissions or do both.
1. Click the Share button at the top right of Jotform Tables, besides your account menu.
2. The Share button will open the following window. Click the Copy Link button to copy the Invitation Link.
If you wish to invite people directly, you can input their email address to the To box under the Invite By Email section of the Share Table window. When an invitation is sent, the recipient will receive the following email:
In the same window, as shown in the first screenshot above, clicking the Share Settings link will open the settings window. In this window, you can change the following:
- Privacy Options. There are three choices: Private Table, Public Table and Company Access. Private Table is the default.
- Invitation Link Default Role. There are two choices: Read Only and Collaborator.
- Apply Limitations. You can select whether or not to display the print and download buttons and set the expiration date.
By default, the table is Private. If you keep it this way, both Read Only and Collaborator are available in the Invitation Link Default Role settings. You can also enable the Print and Download buttons, and set an Expiration Date under Apply Limitations.
The invitation link of a Private Table will have a unique key in the URL. Make sure to copy the entire URL when sharing the table.
If by any chance, someone accesses a private table using the public link, they’ll get the following permission screen.
If they click the Request Access button, an email is sent to you notifying you that someone has requested access to the Table. They can’t access the table unless you grant them access.
When you choose Public Table, Read Only is the only role available. Under Apply Limitations, you can enable the Print button only. You can’t enable the Download button or set an Expiration Date.
When you choose Company Access, you must provide the domain name of your company. We don’t recommend using this option for free email domains (Gmail, Yahoo, etc.).
Both Read Only and Collaborator are available as default roles for Company Access tables. The Print, Download, and Expiration Date options are also available in the Apply Limitations section.
Users must log in to the account registered under the domain name entered in the settings to view a Company Access table.
Invitation Link Default Role
When the Default Role for a user is set to Read Only, that user can only view the data.
If you choose Collaborator, that user can View and Edit the data in Jotform Tables.
While Read Only is the default role, you can override this when sending an invitation to someone. Just set the role as Collaborator if you want someone to be able to view and edit the table data.
If you want to revoke access or manage the roles for existing collaborators, click the Shared with a link next to the avatars of the collaborators:
To revoke access, click the Three Vertical Dots (Kebab) Menu, and then click Revoke User:
To change roles, click the role dropdown and select the preferred role.
Both roles can filter submissions. To learn more about filters, visit the following guide: How to Use Different Filters to Easily Manage Your Data in Jotform Tables.
To edit an entry as a collaborator, hover over the submission and click the View button. In the View window, double-click an entry to edit it:
Alternatively, click the View button, click the Three Vertical Dots (Kebab) Menu in the view window, and then click the Edit Entry option to open the form with the data you want to edit:
If you use this method, you must submit the form after editing the entry. We recommend using the Edit Entry method if you need to trigger a workflow, such as an email autoresponder.
Selecting the Show print button option in Apply Limitations allows users to print each submission from the View window:
Selecting the Show download button option allows users to download selected submissions or all submissions:
How to Download Form Submissions as Excel/CSV/PDF
How to Download the Submission Files
The Set custom expiration date option is straightforward. If you want to limit access to your table, set an expiration date for the invitation link in the main window. You can always adjust the date if you want to reactivate the link in the future.
Last but not least, the active collaborators in Jotform Tables are visible at the top right corner beside your account menu (figure 1). You can also see their usernames when they’re working on a specific cell (figure 2).
That’s how you share Jotform Tables. If you have issues, questions, or suggestions, please reach out to us through one of the support channels below.
If pictures uploaded to a form could appear in an integrated Google Sheet, it wouldn't be necessary to share the whole form entries with collaborators.
That would be better.
Alternatively, it would be good/more secure/less overwhelming to be able to share only selected columns with collaborators.
Is it possible to share only certain columns from a table? We have club membership data, of which I want to share only the emergency contacts with the coaches.
Thank you in advance
Collaborators can only download the sharing table in csv and excel? Not in Pdf?
I shared the Table set as Company Access and required the Organization Email Domain but when I share the link, it opens a login page requiring email and password. Where do I set a password?
How secure are Jotform tables? What are you using to encode the data? We are considering collecting personal protected info with our Jotform and we need to know that people's contact info, birthdate, SSN, etc. are protected, secure and safe.
Why doesn't my collaboration show as the guide above? And it seems if I have imported the form via a PDF the collaboration link does not appear
how to give access for the approval based on their role
Even I gave public access to a form, the browser asks to join in to a Jotform account... Am I doing something wrong or do you require always an account?
I have one of my company's table set with "Company Access" and sharing settings that allow them to edit submissions, however when I go to share the table via email it says that the "email addresses are not found in [our] Enterprise User List". Does this mean that the employee absolutely needs to have a Jotform account to access the table? - As a side note, the employee wouldn't need to edit the form, they would just need to be able to see the submissions made for easier access to editing/sorting the data vs receiving an email for every single form submitted.
Is it possible to attach a document(s) to a shared Jotform file?
I'd like the collaborator users permission to use the Ascending and Descending functionality when they click on the drop down menu at a column. Can you please tell me how? They do have Collaborator rights and I've checked the boxes Show print buttons and Show download button
Are you able to embed a filtered table? Without the embedded table showing it has been filtered and enabling the public viewer to not change the filter?
Is there a way to veiw Jotform Tables from the Mobile App, this would be a real advantage for what i am trying to achive?
Used the Invite By Email to and the person saw a pop up with this text when trying to access the table "Unauthorized Access, You need to login as First.Last@example.com. You are logged in as firstname.lastname@example.org. I replaced the real email with a sample that shows the only difference being the capitalization of the name.
CAn we just sent the invitation and not the table?
Do collaborators have to have a login to access the table?
I have the same question as David. Can you embed the new tables into a webpage?
Can you embed the new tables into a webpage?