How to Share Forms with Other Users on Enterprise Server

October 27, 2021

All forms present on a server can be managed by server ADMIN, but in this guide we will explain sharing options available to all server USERS.

Jotform For Teams allows you to share forms with other users of your dedicated server:

›››  Share access to individual forms

›››  Share access to a specific folder

›››  Transfer form ownership to another user

How to Share Access to Individual Forms

If your intention is to share individual forms, steps below should be of help

Step 1 Go to your account’s SETTINGS page

Step 2 Proceed to SHARING tab, then click Share with Another User button

Step 3 Enter the email address of a user you would like to share forms with

Step 4 Choose a sharing option. Here you would need to decide whether you would like to share all your forms or specific ones

Once you have chosen ‘Select from my forms’ option, you will see a table to set access permissions:

  ›››  View Submissions allows a user to review and edit form submissions 

  ›››  Edit Form provides access to form builder, where the user can edit forms or change form settings

Step 5 Once you have selected forms and set the sharing options, please complete the setup by clicking the green Share button under the table and that’s it. Each user would appear in your Sharing list as shown below:

Another user will receive an invitation email to manage your forms:

Sharing Forms and Folders

From now on, this user can see shared forms under SHARED WITH YOU section on the left of My Forms page:

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How to Share Access to a Folder on Enterprise Server

If you prefer to keep forms organized in a folder structure, you might find it useful to share access to some folders with the other users on your Enterprise server

The below steps will help you to quickly share access to a specific folder

First, please select a folder that needs to be shared and click an arrow icon right after folder name. Then, select ‘Share Folder‘ from a dropdown menu:

This would take you to ‘Sharing‘ page of your account settings. The folder you have chosen will be automatically selected for sharing, so you only need to complete the process by entering email of another user and clicking green Share button under the list of forms:

Once done,  a user will see the shared folder on their dashboard under SHARED WITH YOU section

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How to Transfer Forms and Data to Another Account at Enterprise Server

Users on Jotform Enterprise are able to transfer the ownership of one oftheir forms to another user on the Enterprise server, if need be. Here are the steps to do so:

First, please make sure that the other account (target account) is sharing access with your account (source account). It would be enough if a user creates an empty folder and shares it with you 

Once done, you should see a shared folder at your My Forms dashboard. Shared folder would have a username of account that is sharing it.

To move a form to another user, you can simply drag and drop it into to the shared folder.

Afterwards, just confirm the transfer and that’s it. From now on, the form and its data belong to a different user

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