Inviting users to Form spaces

Once a Form space in the Forms app is created, invite users to it so that they can fill out the forms it contains.

All new users invited via link or manually from within the space will be added as guests. To add new internal users (members), admins should invite them from the Contacts section.

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The permission levels described below define the membership of the space. Anyone who opens the space via its public link fills out the forms without registration. Read more about the public link in the Sharing forms article.

Permission levels

When inviting users to a Form space, inviters assign a permission level to a user. A permission level defines which actions the user can perform within this space:

	View	Comment	Review	Fill forms	Edit	View version history	Manage files	Manage users and settings
Form filler	✔	✔	✔	✔	✖	✖	✖	✖
Content creator	✔	✔	✔	✔	✔	✔	✔	✖
Room manager	✔	✔	✔	✔	✔	✔	✔	✔

The Room manager permission level is available in the paid versions. Depending on the permission level, the following actions with forms are available for the user within a space:

• Form filler - Operations with the existing forms: viewing, commenting, reviewing, form filling. Form fillers see only their own completed or started forms within the Complete and In process folders, and cannot see the forms that have not been submitted for filling yet.
• Content creator - Operations with the existing forms: viewing, commenting, reviewing, form filling, editing. Viewing version history. Creating and uploading new forms and folders. Full access to the Complete and In process folders. Copying, moving and removing own forms and folders.
• Room manager - All the operations available to Content creators, plus inviting new users and assigning roles below their level, and managing the space settings. Copying, renaming, moving and removing own and someone else's forms and folders.

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Guests and users cannot be assigned as Room managers. Only Full admins and room admins are suitable for this permission level, so when you select it, only those contacts are shown in the list.

Inviting users

To invite a user to a Form space,

1. Open the necessary space where you want to invite users.

2. Click the icon next to the space name and select the Invite people option, or use the icon on the Info -> Contacts screen.

   

3. Invite external users (guests) via the link:

   1. Turn on the Invite via link toggle to create a universal link for self-authorization in the space as a guest. Use the icon to copy the link to the clipboard. You can send the copied link in any convenient way.
   2. If necessary, change the permission level assigned to everybody who joins via this link.
   3. The expiration date of the link is displayed below it as the Valid until value. To configure the link, click the gear icon next to Invite via link and adjust the Link settings.

4. Alternatively, use the Add manually section to add existing workspace contacts, or to invite new users personally via email. New users invited this way are added to your Guests list.

   1. Click the Choose from list option to select the existing workspace contacts. Select them in the list and click the Select button.

      • Use the Members tab to select internal users.
      • Use the Groups tab to select all users who belong to a certain group.

      You can also start typing the existing user or group name or email in the Search and invite by name or email field and select the found users or groups.

   2. Change the Invitation language if necessary.

   3. To invite new external users (guests) by email, enter a valid email address and press Enter. In the same way, add several email addresses if necessary.

   4. Change the permission level if necessary: Room manager, Content creator, or Form filler.

   5. When ready, click the Send invitation button. Invitations will be sent to the specified email addresses. Click Cancel to close the panel without sending.

By default, guests and users are added to the space as Form fillers, who can only fill out the forms but cannot edit them.

When a user accepts the invitation, they can view the space in the Forms app and fill out the forms with access rights according to the permission level.

Managing space members

Resending invitations

1. Within the space, open the Info -> Contacts screen.
2. Click the icon next to the Expect users caption.

Changing permission levels

1. Within the space, open the Info -> Contacts screen.
2. Click the current permission level next to the necessary user.
3. Select a different permission level from the list.

Removing users

1. Within the space, open the Info -> Contacts screen.
2. Click the current permission level.
3. Select the Remove option.