iFormBuilder Server Admin

PLEASE NOTE: In order to share forms you must have a Dedicated Database.

What's covered:

• Why share forms between profiles?
• How do I share forms between profiles? 

Why share forms between profiles?

By sharing a form with different profiles within your Dedicated Database, users in other profiles can collect data on the same form without being able to edit the structure of the form itself. Changes made to the form structure in the original profile will reflect across all profiles. The data collected on the shared forms will be housed in the profiles in which they were collected.

PLEASE NOTE: If you simply want to share a form and allow each profile to edit the form structure as needed, have a look at using Form Packages. We also recommend doing this if you want to use stored filters as this currently does not work for shared forms in the shared profile.

How do I share forms between profiles?

To share forms with other profiles, please follow the instructions below.

PLEASE NOTE: You must be a Server Admin in order to share forms across profiles. If you un-share a form, the data collected in the other profiles will be erased!

STEP 1. From inside the admin portal, hover over the Forms tab and click Form Assignment.

STEP 2. Highlight the form you want to share and click Assign.

STEP 3. Scroll down to the Form Sharing section. Highlight the profile you wish to share the form to and click the Share checkbox.

• Share: Checking this box will share the form with the selected profile and this form will appear in the Form Assignment section to assign to users.
• Allow Copy: By default, this option is checked when you select Share. Enabling this option will allow an admin of the profile the form is shared to make a copy of the form to their profile. This will make the form independent of other profiles. If you don't wish for the Allow Copy function to be automatically enabled, click the Disable Automatic Allow Copy.

STEP 4. Click Update.

STEP 5. Hover over the Server Admin tab and click on Manage Profiles. Click on the form name that you shared the form to and click Manage.

STEP 6. In the profile where the form was shared, go to Form Assignment. Once you click on the form name, you will see a Copy Shared Form button appear.

STEP 7. After you click that button, it will refresh the page and you will see a copy of the shared form as indicated by the word _copy at the end of the form name.