How to share forms with a sub-account user

Last Update: May 24, 2016

There are several ways to Share Forms. You can share them via Direct Link, You can Clone them via their URLs, and you can grab them from our Templates Gallery. 

But what if you want to maintain control over the form that is shared; then what do you do? This where Sharing a Form by adding someone to your Sub-Account users list will be of benefit.


Step 1: Go to Your Account then select the Users Tab (http://www.jotform.com/myaccount/users)

Step 2: Now Click "Create New Sub-User"



Step 3: Enter the email address of the User with whom you wish to share your Form or Forms.

Step 4: Then select the Folder or Forms you want to Share and click "Create". It will then tell you that an invitation email has been sent. Both folders and forms will give you the option to allow viewing and/or editing the form. Your sub-user can even create a form directly into your main account. T

To share the entire list of forms in your account, select "Share all forms".


To share a particular form select the one. 

For both options you can limit the access to either "View Submisssions" or "Edit Form" or both.


Each user would appear in your Users List as shown below: 



Step 5: If those with whom you are sharing the form(s) have no account, then they will need to sign up for JotForm by registering for a new account.

They will then be able to log into JotForm to view the shared forms as a sub-account user of the main account.

Step 6: If they already Have a JotForm account, then all they need to do is login to their Account.

Step 7: Now that the forms have been shared, just have the sub-account users login to their accounts and go to “My Forms” (http://www.jotform.com/myforms)

Step 8: They should be able to see the form(s) by clicking on "Shared With You" at top left side of the “My Forms” sub-menu.

Please note that User Accounts which are created as Sub-Account (Child) of a Main Account (Parent) cannot Create Form's in their own accounts unless they are a previously existing Account that may contain other forms that were made prior to being added.

Once an Account has been assigned as a Sub-Account User the My Forms Page for that Sub-Account is hidden from view by default leaving only the Shared with You page displayed on the left-hand side. 


If a Sub-Account User wishes to Create Form's then they must first click on the Assigned Folder of the Main Account (Parent) so that it is activated and they will then be able to Create Form inside that Folder.


If you wish to remove a sub-account user, just go back to My Account>User Tab, select the User and click on "Delete User".



Additionally, please also note there is a limit in number sub-account users with whom you can share forms is limited depending on the Pricing Plan you have for your main account.

You user list will display the maximum number of sub-user accounts you can create.



If you have any questions, comments, or concerns, please use the comment field below to let us know!


17 Comments...


   
paccelly (July 06, 2013 at 03:02 PM)

Hello, I added a sub account and everything went well until we got to step 7.

At my sub-account´s profile, there is no a "Share with you" option. Instead appears the regular menu to create forms.

I will appreciate your help with this situation.

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MichelleDocent (July 25, 2013 at 01:35 PM)

Hi,

I was shared some forms with master account. However, I don't have the shared with you tab on my left and nothing appears in my account. Can you help me on that?

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abcmanagement (September 14, 2013 at 09:11 PM)

That is for edit or view. How can I make some forms submitted to different email?

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leejohnsuter (December 19, 2013 at 07:50 AM)

Hi,

I have done all the points however the ‘Shared with you’ tab does not appear on the sub accounts?

Thanks,

Lee

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ktcarey (March 12, 2014 at 09:56 AM)

Hello,

I am a sub-user and I was wondering. Can I save forms I make to the shared folder? Also, if I can do that does it mean that those forms are subject to the limitations of the paid account or of my free sub-user account?

Thanks,
Katie

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CampusE (May 27, 2014 at 03:30 PM)

Is there a way to limit the capabilities of the sub-user accounts, so that they are not able to create new forms?

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fopio (August 13, 2014 at 07:01 AM)

Is it possible for the sub users to provide information to a survey without having to sign up

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ardez (November 03, 2014 at 12:00 PM)

Is it possible to delete my shared forms letting them in control of a sub account? Or they will delete from sub account all toghether?

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MLBtest (March 13, 2015 at 01:43 PM)

Good Afternoon, I've tried adding a sub account for a new user and he never got the e-mail invitation to see my shared forms. I have him clearing his caches and browser history. What do we need to do in order for him to see the shared forms? Thanks!

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abqjim505 (April 01, 2015 at 09:51 AM)

I thought I created my own account and built a page, but turns out I was logged in as a sub-user - so now the person I work with on other projects has access to my personal page (and gets notices when each of the forms arrives). Is there a way to change this page so the form is only owned (and viewed) by me?

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Carlo Magno Lindo (July 09, 2015 at 02:16 PM)

Hi,

I just want to verify first before we purchase a Subscription with you. If ever we are sharing form/s with Sub-users, is there a way for those sub-users to view the submissions of those forms coming from the respondents? We really need this to be working..

Thank you and I am hoping for your prompt response.

-Carlo

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TheSlingLady (December 08, 2015 at 08:15 PM)

Hi, Can sub-users have different paypal accounts on the forms they edit? (I'm assuming since they can edit/clone shared forms then they can edit the paypal account to which payment is sent in their own version of a form, but I just want to check).

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unsentido (June 17, 2016 at 03:02 AM)

Hi. This option is very good.
I have a cuestion...

Currently I have the bronze package and I'm thinking to upgrade the gold package, but I need to know the following ...

It is possible to prevent the sub - users to delete information already received ?

I really just want them to view , but do not want them to delete.

Thank you for your awesome support.
Regards.

View Answer


   
clearview22 (September 10, 2016 at 02:20 PM)

Hi, I was wondering If I could have sub-users login to my website instead of jotform to access the forms using the custom domain setup found here https://www.jotform.com/help/144-How-to-use-Custom-Domains-with-Jotform


Thanks!

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SEB17 (September 22, 2016 at 12:06 PM)

I want to create a DEVELOPMENT sub account and a PRODUCTION sub account. The PRODUCTION account will allow users to do everything EXCEPT EDIT FORMs. How do I do this with no errors?

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Kyle Brees (October 05, 2016 at 11:55 AM)

Are the sub accounts required to have their own pricing plan or can they be operated for free?

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AcerICC (November 22, 2016 at 05:46 AM)

Hi, I am a sub-user of several forms created by a main user BUT I cannot see the same information as my parent... I have been given maximum access (even to edit) but there are basic information I still cannot see on our forms. Please advise. Thanks

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