A restricted form goes only to the people you name. Colleagues sign in with their Foldr account. People you add by email get a private link. You can give each person a deadline and chase those who have not responded.
What you need
- A form you have built. See Building and publishing a form.
- To invite someone outside your directory, the Invite external recipients to forms permission.
Name the people
- Open the form and choose Settings, then the Access tab.
- Under Who can fill this form, choose Only the people below.
- Choose Add people, groups, or an email. Groups count, including nested groups.
- Publish the form. The people named can open it only after you publish.
Named colleagues find the form under Shared with me, on the Forms tab, with a badge while it is waiting for them. A person added by email gets a private link that signs them in. Require people invited by email to set a password asks them to choose a password the first time.
Set a deadline
Each person can have Available from and Respond by. After the deadline chooses what happens:
- Reminder only: the person can still respond.
- Block late responses: the person can no longer respond.
- Close to them after: the form closes to them a set time after the deadline.
Send reminders
Send reminders sends the invitation again to people who have not responded: Off, Every day, Every 2 days, Every 3 days or Every week. Foldr stops after three reminders, and stops when the person responds or the form closes.
Chase and withdraw
Open Submissions and choose the Recipients tab. It shows who has not started, who has opened the form, and who has Completed it. Remind sends a reminder now. Revoke cancels a person’s invitation, so their link stops working.
If something does not work
- The builder warns about people outside the organisation. An administrator has to allow outside people to sign in in Foldr Settings > Security. They also need to be allowed to use Foldr, normally through the Foldr External Users group.
- Someone says the form is closed. They see one of This form is not open yet., This form is closed., This form has reached its response limit., The deadline for this form has passed. or You have already responded to this form.
To open the form to everyone instead, see Making a public form. To read what people sent, see Reading and exporting form responses.