Manage Forms And Permissions

TABLE OF CONTENTS

• Custom Domains
• Importing an existing Form into Formstack
• Subdomains, Aliases, and User-Friendly URLs
• Subdomains
• Permissions FAQs
• Users Overview
• Moving, Merging and Copying Forms Between Accounts
• Subdomains
• Formstack Forms Folders Overview
• User Groups

Custom Domains

User-Friendly URLs

To modify and create a more user-friendly URL for your Form, go to My Account > URLs and create or edit a URL Prefix.  To see more on adding or editing these URLs, please check-out our User-Friendly URLs help guide.

Custom Domains

At this time we do not support customizing the Form URL addresses through the Formstack app, however, you can customize the URL by Embedding the Form onto your own website in order to use a fully custom domain.

Note: Some domains offer "stealth forwarding" services that allow you to mask a URL with a different one to fake a custom domain. This method usually loads the original URL within an iframe. This will cause any Paypal WPS redirects set up not to function.

Importing an existing Form into Formstack

If you're switching to Formstack from another Form provider or Form Builder program, you can easily import your existing Forms into your Formstack Account.  The Form Importer function is very easy to use and can be a huge time-saver!

To access the Form Import option, navigate to your Form dashboard and click the "Import Form" option in the upper right-hand portion of the page.

Next, you will see a dialogue box where you can enter a Title for the Form and either import the Form from the URL where the Form is currently located or you can copy/paste the Form HTML into the Importer. 

If using the Form URL to import and the site contains multiple Forms, you will receive a prompt to select which Form you would like to import.

After you click Import Forms, you will be directed back to the main Forms tab and you will see the progress of the importing forms at the top of the list.

Importing a Wufoo Form

When importing a Wufoo form, you will want to use the Import Form URL option and you will be prompted to add the form URL as well as the Wufoo API Key. Then you will need to choose the form(s) from the list of forms that are pulled into the importer

Click Import Forms to begin the process. Just as you see above, you will be directed back to the main Forms tab and you will see the progress of the importing forms at the top of the list.

Important Notes when using the Importer:

Specialized fields such as Email or Phone fields will be imported as Short Answer fields but can be edited in the Formstack Builder once imported.

At this time Drop-down list selections will not import.

It's unfortunately no longer possible to import forms into Formstack that were created in Adobe Formscentral, due to Adobe placing all of their forms into read-only mode.

Subdomains, Aliases, and User-Friendly URLs

Formstack offers two methods for changing a form's URL:

• Subdomains
• User-friendly URLs

Subdomains

Subdomains allow you to customize your form URLs for better brand recognition and a more secure customer experience. Subdomains are the same as form aliases, and they appear before "formstack.com" in a form's URL. 

For example, if ABC Company adds "abccompany" as a subdomain, all of the forms on the company's account will have a URL like this: https://abccompany.formstack.com/forms/. 

For more information on subdomains, check out this feature page.

If you're looking to change your subdomain, navigate to My Account and select "URLs." Here, an account admin may update the subdomain. Once you select Update, URLs for all forms in your account will be changed to the changed subdomain. The final URL for the form can be viewed from the Share tab of the form builder. 

Note: Formstack branded URLs (e.g., www.formstack.com/forms/?1234567-ABCD) will still work even though they do not contain your subdomain. However, if you change the subdomain after it is initially set, URLs referencing prior versions of a subdomain URL will be deactivated. If you link to a form with a set subdomain anywhere and later change this subdomain, you will want to replace that old URL with the URL that includes the new subdomain.

User-Friendly URLs

Updating the end of your form URLs to make them more user-friendly allows you to further customize the names of your forms for easier recognition. These URL changes appear after formstack.com/forms/ and affect only the end of the form URLs.  

The user-friendly URL can be set from the Settings tab of each individual form, and only the form being edited is affected.

Go to Settings > General, and enter your customized URL string in the "URL" section. In the example below, the user-friendly URL is "settings".

For ABC Company mentioned under Subdomains, the form URL from the example image above will display as https://abccompany.formstack.com/forms/settings. If someone is completing your form via a form URL, this is the URL that person will see.

Note: If your forms are embedded on your website, your users will not see your form URLs. However, if you make changes to your subdomain or the user-friendly URL for an embedded form, you will need to re-embed the form using the embed code found in the Publish Tab under QuickStart.

Have any further questions? We’re here to help! Please reach out to support@platinumpartner.com.au for additional assistance for your use case.

What is a Participant User and how to add them to your account

A participant user is a user that can only participate in a workflow form and cannot access or build other forms on the account. For more information on building a workflow form, check out our series of videos here. 

How to add Participant Users 

Organization Admins can add Participant Users to their account in a few, easy steps. These users can only participate in Workflows and cannot view forms on the account.

First, navigate to the User Management page in the Admin Panel. You can do this by selecting 'User Management' from the header dropdown menu in any app. 
 

Once on the User Management page, click ‘Add Single User’. 

On the following modal, enter the email address of the user, assign the Organization role (Standard or Organization Admin), and under App Access choose ‘Forms’. Then, choose 'Participant User' and finish by clicking the ‘Add User’ button on the bottom right. 

An invitation will now be sent to the new participant user. Once the user has accepted the invite, they will be available to use in Workflow Form steps.

Changing an existing user to a Participant User 

On the User Management page, find the user you’d like to change and click on their avatar to edit the user. Scroll down to the "Access to Apps" section and make sure the user has Forms and participant selected as shown below. 

Next, under Access to apps, select ‘Save Changes’ on the bottom right of the page. 

View Participant User Usage

To view your account’s Participant User usage stats, navigate back to Forms and click on the Account Usage page.

When it comes to your total usage, it's important to note that you can add as many participant users as you want to the admin panel, but your usage is only what you use in a particular month and resets monthly.

As an example, let's say you're a Higher Education organization using our platform and you've setup your workflow to have 5 possible participant users/deans who may need to approve a overtime request. The workflow has been setup so that any professor can submit the first step of a workflow to request approval for overtime pay/hours without needing to be a participant user. However, all of the deans will need to be added as potential approvers/participant users for any subsequent step. Let's say that for 1 month, only one of the 5 deans was assigned a step in the workflow, this would mean that you only used 1/5 of your 5 participant users for that month. 

Frequently asked questions 

What happens if I go over my participant limit? for example, I have a limit of 10 participant users, but I've created and added 15 possible participant to one of my workflows.

In this example, any participant user after the 10th would not be able to complete further steps in the workflow and would recieve a message to reach out to the owner of the form in order to increase the participant user limit. 

Permissions FAQs

User Permissions allow you to grant Users in your account the access they need to have within the account. This lets you make sure a User only has access to their needed Folder and/or Forms and can't access those that don't apply to them. This guide discusses how and where you can edit these permissions for your Users.

Accessing User Permissions
 

To edit the permissions of your Users, you'll first want to log into your Formstack account as an Admin User. Once logged in, you will click the Person icon at the top right of the screen and select User Management on the dropdown that appears.

Note: Check out this document here for a general guide of how to edit your user or continue reading for specifics on managing user permissions. 

This will bring up a list of the Users within your account. You can select the User that you'd like to edit the permissions on this screen or click the edit button and then "edit profile". 

Now that the User profile page has been opened, you can scroll down and select from the various areas of permissions you see at the bottom: General Permissions, Folder Permissions, Form Permissions, Smart Lists, Theme Permissions, and Credentials Permissions.

Note: Form permissions will only appear if you've granted standard Forms access under the Access to Apps section. 

General Permissions

General Permissions allows you to set what kind of access a User has over the entire account. If this user was set as an Account Admin, they will be given full access to all content within the account and will be able to create and edit Forms, Submissions, Themes, and other Users. This will also give them access to such areas as the Billing section, API access, and the Upload Manager. You can also use this section to grant your Users the ability to create Form and Themes.

IMPORTANT: As an Admin user, you have the option to reset data encryption passwords on encrypted forms. Doing so will also delete all of the submissions associated with that form. Click here for more information on Data Encryption. This feature can be disabled for an account upon request by the account owner.

Folder and Form Permissions

In these areas, you can set the rights Users have to specific Folders and Forms. There are three different types of permissions once a folder has been added:

• View - Can view, search and download submitted data

• View + Edit - Can view, search, download, and edit submitted data

• Admin - Complete access to data, form builder, and settings

• Folder Admins can add and modify user permissions of their folders

Smart Lists Permissions

In this area, you can restrict the Permissions to certain Smart Lists to determine if the user can use or edit the Smart List itself. 

Theme Permissions

In this area, you can restrict the Permissions to certain Themes to determine if the user can Use/Edit the theme or Use the theme only. You can also make it so the User has a default Theme every time they create a form.

Credential Permissions

Here, you can set permissions to give a User access to a particular integration on a form. Please note, at this time this only works for Box.com, Smartsheet, and Hubspot integrations.

Group Permissions

Group permissions lets you grant rights to an entire User Group, so that each of them will be given those permissions and avoid you having to go into each User to grant them individually. This can save a lot of time if you have multiple Users that should all have the same access. To gain access to Group Permissions, click the My Profile icon again and select Groups.

Then, much like with Users, you'll select the option to add a create a Group or you can modify previously created Groups as an admin. 

 

If you've chosen to create a group, you'll follow the same steps to add permissions as with individual Users, selecting from the options on the bottom Global, Folder, Form, Theme, Smart Lists and Credentials Permissions. When permission is added, that will apply to all members that are within the group. From this page you can also add which users will have access to the folder. 

Note: If a User is given conflicting permissions between their User and Group Permissions, the highest level will win out. This means if User A is given Form Admin permission on 'Test Form' but the Group they are a member of is given View Only rights to 'Test Form', they will have Form Admin permissions as that will override the Group Permission.

Users Overview

Note that you do NOT need multiple user accounts in order to:

• Send submitted data to multiple email recipients
• Share submitted data using share URLs or RSS feeds
• Allow multiple users to submit a form

Moving, Merging and Copying Forms Between Accounts

With Formstack, transferring forms between accounts has never been easier. Whether you want to copy a form to save time or you need to move a form into a different account, we make that process easy for you. We have three options for transferring Forms:

• Copying a Form
• Moving a Form from one Account to another
• Merging one Formstack Account into another

Copying a Form

You can copy a Form from one account to another and all Form Settings and Integrations can copy with the Form as well, however, the Submissions and Analytics will not be copied over to the new Form/Account. For step-by-step guidance on how you can copy a form to another account click here for our guide.

Moving a Form from one Account to another

We can move Forms from one account to another for you. This will include all Submissions and Analytic data.  When we move a Form, it will be completely removed from one account and placed on another account.  The only portion of the Form that will change during this process is the URL and HTML which does not update automatically.  If you have any Forms that are embedded via HTML, you will want to re-embed these after the Forms have been moved.

Because all Forms have Subdomains and these are tied to an Account, the Form URLs will change after the move so if you have the Form links posted or referenced anywhere, then you'll want to re-post these URLs after the move.  The Forms will drop the subdomain from the old account and replace this with the subdomain from the new Account.

To get this process started, please submit a support request and one of our agents will get started on this for you!

Merging one Formstack Account into another

We can merge one Formstack Account which will include Users, Forms, Submissions, Billing etc. from one account and add these to another Account.  Please note that this action is irreversible.

Please submit a support request and once we confirm a few things, we will go ahead and merge the account for you.

Subdomains

Adding Subdomains

Formstack offers Subdomains that allow you to further customize the URL of your forms. You'll initially set your subdomain when first logging in after creating your account, however, if you want to view or change this you can go to My Account > URLs. Customizing your URL increases brand recognition and provides a more secure customer experience.
 

Note: Viewing/changing subdomain settings are only available for users with Account Admin permissions.
 

Click the "Update" button to edit your Subdomain.

Note: Changing this will update the URL for ALL forms in your account and will require replacing those links anywhere they've been placed or re-embedding forms that have been embedded already.  
 

Next, add the text in the space provided to customize the URL for all of the forms on your account and click "Save Settings". This will update the URLs for all forms already created within your account.
 

The final URL for the form can be viewed from the "Share" tab of the form builder.  The Subdomain for your forms can be changed at any time by following the same process.

Formstack Forms Folders Overview

The Folders tool is a convenient way to store and organize your Forms.  With this tool, you can create any number of folders with meaningful names to help you and your fellow account users group and locate Forms.  

Important Note:  The Folders tool is not available to users accessing the app with Internet Explorer 6. Users with this browser will need to upgrade to a more current version of Internet Explorer or use an alternate browser such as Firefox, Safari or Google Chrome.

Folder structure and access

All Users under an account will share the same folder structure set by the account Admins.  Users with Admin access can view all Forms and folders and have the ability to create, edit, delete and move Forms into folders.

Non-administrative users or users with restricted permission will not be able to create or edit folders and can only view folders containing Forms included in their permissions.

Creating a new Folder

To create a new folder, navigate to the Forms section and click on the "Create New folder" button on the left portion of the screen under the folders section. 
 

A "New Folder" popup will appear where you can insert a folder title and hit "Save Folder" once complete to create the folder. 

Moving Forms into Folders

After the folder has been created it will be empty.  Clicking the "Create New Form" option will allow you to build a new Form within this folder.

To move existing Forms into folders, click the "Uncategorized" button in the upper-left portion of the page or do a search for the name of the form you'd like to move.  Place a checkmark to the left of each Form you would like moved or use the check-all box at the top of the page.  Click over "move to" and select your folder or create a brand a brand new one.  

Quick tip: You can create a new folder and move Forms into the folder in one step by checking off the Forms you would like to group, mouseover "move to" and click "New Folder".  Give the folder a title and click "Save"!
 

Editing & Deleting Folders

To edit a folder, go to the "Folder Settings" tab in the upper-right corner of the Folder area
 

In the Folder Settings, you can edit the Folder Name, add a Subfolder, Set User/Group Access, and Delete a Folder.

To Delete a Folder, click the "Delete this Folder" option.  If you are deleting a folder containing forms, those forms will not be deleted, rather they will be moved to the Uncategorized page.

To create a Subfolder, click on the "Add a Subfolder" tab and you will be brought into the Subfolder interface to set a Subfolder Name and select the appropriate settings.

Folders FAQs:
 

Q: Does everyone on our account share the same folder views?

A: Yes.  All users on the account will share the same folder view and structure, set up by the account admins.

Q: Can I create my own custom folder views?

A: No.  Currently, there is not a way to set up individualized views; folder views are shared by all account users.

Q: If I delete a folder, what happens to the Forms in that folder?

A: These Forms will be moved to the Uncategorized page.  You can leave these Forms in Uncategorized pages or you can move them into folders.

Q: One of our users cannot see certain folders, why is that?

A: Non-admin users will only be able to view folders if the folder contains a Form that is included in their permissions.  

Q: If a user has access to one Form in a folder, will they see the Forms that they do not have access to?

A: No.  The user will be able to view the folder and the permitted Form within the folder, but they will not have access to any other Forms unless you grant permission.

User Groups

It's now even easier to manage your users' permissions with our Group permissions feature. Now, instead of having to set permissions for each individual user you can create groups of users and set rules for the entire group!

Note: This feature is available on Starter plans and higher.
 

To access Groups, click the avatar towards the top right and then click Groups.

Users and Groups Overview
 

In the overview, you can see three main areas of the Users and Groups page.

• Usage Information

• Users

• Groups

Usage Information

Here, you can get an overview of the number of Users and Groups your Formstack account is currently using.
 

Users

This section is for adding users to groups or you can click on the "User Management" button to get taken to our admin panel where you can add single or multiple users as needed.

 
Groups

Now you can easily group users together in ways that make sense for your organization. For example, you may want to create Groups for the Marketing team, Executive Team and Sales Team so you can easily manage Users and give them the permissions they need to work with Formstack! You can add, delete, and edit Groups from this section.
 

Check out the document here for more information on managing users.