How to Share Your Inbox?

October 12, 2021

Jotform Inbox allows you to share your inbox so that coworkers or others within your organization can collaborate and help manage your form data. Inboxes can be public, private, or available to those within the company only. You can set permissions as read-only or collaborator.

Follow these steps to share an inbox:

  1. Click the Share button at the top right of Jotform Inbox, besides your account menu.
share-inbox
  1. The Share button will open the following window where you can see that the Inbox is Private and Read Only by default. You can click on Create Link to generate a shareable link for your Inbox and share it directly with your collaborator.

Clicking the Share Settings link will open the settings window. In this window, you can change the following:

  • Access Settings – there are three choices: Private Access, Public Access, and Company Access
  • Permissions – there are two choices: Read Only and Collaborator
  • Options – you can set the expiration date.

Access Settings

Private Access

When you select Private Access, both Read Only and Collaborator are available in the Permission settings. 

The invitation link will have a unique key in the URL. Make sure to copy the entire link when sharing the inbox. The people will be prompted to sign up or log in to Jotform to access the private inbox.

Public Access      

When you choose Public Access, Read Only is the only permission available that allows the collaborators to view and download the data. You cannot set an expiration date for Public Access.

You can copy the public shareable link from the main window and share it with anyone. 

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 permissions are available for Company Access. You can also set a custom expiration date when the link will expire. 

Users must log in to the account registered under the domain name entered in the settings to view a Company Access Inbox.

You must have a Jotform account to access a Private Inbox. A Public Inbox can be viewed with or without an account. Company Access requires a Jotform account that’s registered with an email address, that has the same domain as the one listed in the Share Settings. 

Permissions

When the permission for a user is set to Read Only, that user can only view and download the data. 

When the permission for a user is set to Collaborator, that user can edit data and add comments in Jotform Inbox.

Expiration Date

The Set custom expiration date option is straightforward. If you want to limit access to your inbox, 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.

Invitation Email

You can send an invitation email to your colleagues to collaborate directly from the Jotform Inbox.

While Read Only is the default permission, 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 submissions.

If you want to revoke access or manage the roles for existing collaborators, click on the Shared to link next to the avatars of the collaborators:

To revoke access, click the icon with the three vertical dots, and then click Revoke User:

To change permissions, click the role dropdown and select the preferred one.

When an invitation is sent, the recipient will receive the following email:

inbox-invitation

That’s how you share Jotform Inbox. If you have issues, questions, or suggestions, please reach out to us through one of the support channels below. 

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Contact Support:

Our customer support team is available 24/7 and our average response time is between one to two hours.
Our team can be contacted via:

Support Forum: https://www.jotform.com/answers/

Contact Jotform Support: https://www.jotform.com/contact/

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