How to Manage Forms with Teams

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Control which teams can see and use your forms with team-based visibility settings.

 

Setting Team Visibility for Forms

For New Forms:

  1. Create a new form template

    Group 282.png

  2. Add your questions as usual. Click on the Visibility Settings section

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  3. Find By Teams option. Select which teams should have access to this form

    Group 285.png
  4. Save the form

 

For Existing Forms:

  1. Select Form for which you want to make changes. Navigate to Visibility Settings.

    Group 279.png

  2. Configure the By Teams section

    Group 280.png

  3. Apply changes

    Group 281.png

 

Team Visibility Options

  • Single Team: Form only visible to one team
  • Multiple Teams: Form visible to selected teams
  • All Teams: Form visible to everyone (default)

If a restricted web admin creates a new form, the default assignment will be all teams that the web admin has access to. They can not assign the form to all teams or teams they do not have access to. 

 

Understanding Visibility Restrictions

What Restricted Users See:

  • Only forms assigned to their teams appear in their form list
  • Search results are automatically filtered by team

What Restricted Users Cannot Do:

  • Edit forms assigned to teams they don't belong to
  • See forms assigned to "teams outside their access"
  • Edit forms assigned to teams they don't belong to
  • See forms assigned to "teams outside their access"

How Team Visibility Restriction Interacts with Other Visibility Restrictions (Places, Reps, Custom Rep Attributes)

  • All visibility settings work together / stack on top of each other
  • User must satisfy all of the restrictions to see the form (e.g. they have to be a part of Team North and have a custom rep attribute = Northwest to see the form with such visibility restrictions) 


 

Visibility Setting Conflicts

When editing content assigned to multiple teams:

  • If you belong to all assigned teams: You can edit everything
  • If you belong to some assigned teams: Visibility settings are locked
    System shows: "This form is assigned to teams outside your access"


 

Form Submission Behavior

On Mobile:

  • Forms appear based on user's team assignments
  • Submitted forms are automatically tagged with the appropriate team
  • Users with multiple teams see all their assigned forms

Automatic Team Assignment:

  • When a restricted user creates content, it's automatically assigned to the overlap of user’s teams and forms team (if user belongs to Team North and Team East and the form is assigned to Team North and Team West, when the user submits the form, the submitted form will belong to Team North only)
  • No way to accidentally assign content outside their access
  • Prevents cross-team data leakage

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