How to Share Your Jotform Tables and Collaborate

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. 

Invitation Link

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:

Share Settings

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.

Privacy Options

Private Table

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.

Public Table

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.

Company Access

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. 

Apply Limitations

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:

Related Guides:

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.