How to View and Manage Assigned Asset Access for Guest Accounts in Your Organization from the Admin Console

What is a Guest User?

 A Guest User is an external (and unlicensed) user who’s been granted access to your forms to submit, view, or edit their own responses. 

Accessing Guest Account’s Assigned Assets

As an admin, you can manage any guest account’s assigned asset access within the Guest Accounts tab located in your Admin Console. This helps you maintain your organization’s security while making sure that guest users only have access to the specific resources they need. Let’s walk through how to access this, below:

1. Starting in the Admin Console, click on Users in the menu on the left side of the page.

2. Next, click on the Guest Accounts tab at the top of the User Management page, and search for the guest user you’d like to update.

3. Now, click on the Three-Dot Menu to the right of that user. 

4. Click on Details. This opens a sidebar on the right side of the screen that contains several tabs, such as Details, Assets, and Activity.

5. In the Details section of that sidebar, click on Assets. Here, you will see a list of all assets assigned to that guest user.

Tip: Guest users can only have Assigned assets because they cannot create or own any assets within your organization. This is why other filter options are disabled for guest accounts in the Assets tab.

Managing Assigned Assets

In the Assigned section, you can view each asset assigned to the selected guest account and perform quick actions for each asset. Each assigned form appears in a list displaying its Asset Name, Submission Count, and Permission Type. 

By clicking on the Three Dots icon next to an asset name, the following options are available:

• View Submissions: Opens the submission page for the selected shared form.

• View Form: Opens the form in the builder to review its setup and content.

• Edit Form: Opens the form in the builder, allowing you to make updates to its structure, fields, design, or settings as needed.

• Revoke Access: Removes the selected user’s access to the assigned asset.

You can refine this list using our additional Filter, Search, and Sort options:

Filter menu

You can use the Filter button to narrow these results down by submission count, or permissions. 

The available permission filters are:

• Submit Only: Forms where the user can fill out and submit the form, but cannot view or edit any submissions.
• Submit & View: Forms where the user can submit new responses and view their own submissions.
• Submit & Edit: Forms where the user can submit new responses, view, and edit their own submissions.

Search by name

Start typing part of any asset’s name into the Search bar, to help locate specific assets.

Sort dropdown

Click on the Sort icon to reorganize these results  by alphabetical order or submission count (both ascending and descending).

Filtering Guest Accounts Based on the Assigned Asset Count

You can also filter your list of guest users by how many assets they’re assigned to by following the steps below:

1. In the Guest Accounts page, click on Filter next to the search bar.

2. Then click on the Filter Condition dropdown to choose how to compare the field value (e.g., More than, Equals, Not equal to)

3. Finally, click on the Value field to enter or adjust the number using the arrows.

See also:

• How to View and Manage Shared Assets in Your Organization from the Admin Console
• How to Revoke Access from Guest Accounts to Assets in Your Organization from the Admin Console
• How to View Users Owned Assets in Your Organization from the Admin Console
• How to Revoke Users Access to Assets in Your Organization from the Admin Console