Sharing and permissions
A real-world example first
An external evaluator is reviewing how one particular school-visit survey performed this quarter. They need to see its responses. They do not need to see every other form your organization runs, and they are not — and should never need to become — a member of your organization with a standing role of their own.
Open that one form, share it with their email address as a Viewer, and that is the entire extent of what they can reach. Nothing else in the organization is visible to them, and removing their access later is one click away.
How this is different from an org role or a Team
The platform actually has three separate ways to control who sees what, each answering a different question:
| Tool | Answers | Scope |
|---|---|---|
| Org role (see Team and roles) | "What can this person do across everything we run?" | Everything in the organization, at Viewer, Editor or Admin level. |
| Team and project (see Teams and projects) | "What can this sub-group see?" | A set of forms and apps assigned to that team, for everyone on it. A project is a folder inside a team; it groups the work but does not change who can see it. |
| Sharing (this page) | "What can this one person see?" | One specific form or app, for one specific person — who does not need to belong to the organization at all. |
Where to find it
Open the form or app and look for the sharing tab — labelled People & teams on a form, Access on an app. Same tab, same two cards, just a different label depending on which one you opened: Team and project at the top — assigning this one resource to a team and, optionally, a project inside it, covered in Teams and projects — and People with access below it, which is what this page is about.
What Viewer and Editor mean here
The same two levels as an org role, just scoped down to this one form or app instead of everything:
| Viewer | Editor | |
|---|---|---|
| See this form/app and its responses or records | Yes | Yes |
| Edit its fields, steps or settings | No | Yes |
| Publish changes to it | No | Yes |
| See any other form or app in the organization | No | No |
Where the recipient finds it
The person you shared with sees it on their own Shared with me page — a list separate from anything that belongs to their own organization, if they have one at all. Each entry shows which organization it came from and their role on it, since the same person could conceivably be shared a form from two different organizations at once.
Removing access
Back on that sharing tab, click the trash icon next to their name. Access is revoked immediately — their next visit to that form or app is refused rather than showing stale data. Nothing they submitted or edited while they had access is removed; only their ability to reach it going forward is.
Frequently asked questions
- Can I give someone access to one form only?
- Yes. You can give one specific person Editor or Viewer access to a single form or app without making them a member of your organization.