Form Settings

Access Control

Control who can see and interact with your forms.

How Form Access Works

Forms can be shared with users, teams, and roles. Access is granted based on the following rules:

• Team Access: If a form is shared with a team, all users on that team and any of its sub-teams will have access.
• User Access: If a form is shared directly with a user, that user will have access.
• Role Access: If a form is shared with a role, all users assigned that role will have access.

Granting Access to a Form

Video walkthrough · 1:11Share a formLet people fill in a form whenever they need it, with no assignment

Walkthrough of “Granting Access to a Form”

There are two separate ways a form reaches someone, and they are easy to confuse:

• Through an assignment. Assigning a form to a team or role gives those recipients access to it as part of the assignment, and the form arrives as a task on their My Tasks page with a due date. You do not grant access separately. See Creating an Assignment.
• Through form access, below. Sharing a form makes it available on the recipient’s Forms page to fill in whenever they choose, with no task and no due date. This is the right route for ad-hoc submissions — an incident report, a request, anything raised as needed rather than on a schedule.

The rest of this section covers the second one.

Who can do thisOwnerAdmin

1. Navigate to the Forms page and select the form you want to share.
2. Click on the Form Access list item.
3. Choose the segment you want to share with: Teams, Users, or Roles.
4. Click the Add button in the top right corner.
5. Select the specific teams, users, or roles.
6. Click Save.

You can also set role requirements for team members and grant special permissions.

Permission Highlight: The Can Edit permission allows specified users (Managers and above) to edit the form itself.

Revoking Access to a Form

Who can do thisOwnerAdmin

1. Navigate to the Form Access screen for the desired form.
2. Select the appropriate segment (Teams, Users, or Roles).
3. Click the Trash icon next to the item you want to remove.

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Submission & Display Settings

These settings sit in two different places on the form, so it is worth knowing which tab you are looking for:

• The Permissions tab holds who may edit and view a finished submission.
• The Settings tab holds how a submission is displayed and scored.

Every one of them saves the moment you toggle it. There is no Save button.

Who Can Edit Submissions?

Video walkthrough · 0:58Decide who can change a submissionLetting a manager or the submitter edit work already sent in

Walkthrough of “Who Can Edit Submissions?”

On the form’s Permissions tab:

• Manager Can Edit: a manager can edit submissions from their own team or location, and anything beneath it.
• Submitter Can Edit: the person who filled the form in can go back and change their answers.

With both off, only an owner or admin can change a submission once it is in.

Who Can View Completed Submissions?

Video walkthrough · 0:46Hide a submission from the person who sent itThe one switch on this page that works back to front

Walkthrough of “Who Can View Completed Submissions?”

On the form’s Permissions tab:

• Submitter Cannot View Submissions: ticking this hides finished submissions from the person who filled them in.

Caution

This one reads backwards from the others. It is worded as a cannot, so ticking it takes access away rather than granting it. Leave it unticked and people can see what they submitted.

Use it for a form where the answers are not the submitter’s business once they are in — a peer review, or a confidential report.

Additional Display Options

Video walkthrough · 0:49Tidy up how a submission readsHiding blank questions, and switching scoring off

Walkthrough of “Additional Display Options”

On the form’s Settings tab:

• Exclude Unanswered Questions: hides questions nobody answered when a submission is viewed, exported or emailed. Useful on a long form where most questions only apply sometimes, so the result reads as a short report rather than a wall of blanks.
• Disable Scoring: stops the form scoring anything, even where questions have scores set on them.

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Form Categories

A category groups related forms together and gives them a colour, so a long Forms page stays readable. A form belongs to one category at most.

Everything to do with categories happens in one place: the Category row on a form’s Settings tab. Opening it shows the Select Category window, where you create categories, change them, delete them, and choose the one this form belongs to.

Creating a Category

Video walkthrough · 0:55Group your forms into categoriesA colour and a name, so a long Forms page stays readable

Walkthrough of “Creating a Category”

Who can do thisOwnerAdmin

1. Go to the Forms page and click any form.
2. Switch to the Settings tab.
3. Click the Category row.
4. Click Create New Category.
5. Enter a name and pick a colour.
6. Click Create.

The new category appears under Existing Categories, ready to use on any form.

Editing and Deleting a Category

Who can do thisOwnerAdmin

In the Select Category window, every category under Existing Categories has a pencil and a bin beside it.

• Pencil to rename it or change its colour, then Save.
• Bin to delete it, then confirm.

Caution

Deleting a category does not delete any forms, but every form using it loses its category and goes back to having none. There is no undo, and you would have to set the category on each form again by hand.

Assigning a Form to a Category

Who can do thisOwnerAdmin

1. Go to the Forms page and click the form.
2. Switch to the Settings tab and click the Category row.
3. Click the category you want. It is applied straight away and the window closes.

To take a form out of a category, open the same window and click Clear in the top right.

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Form Notifications

Video walkthrough · 2:15Choose who hears about a submissionTell WorkWizard who hears about a submission, and how

Walkthrough of “Form Notifications”

Set up automatic email or push notifications for completed form submissions.

Configuring Notifications

1. Navigate to the Forms page and select the form.
2. Click on the Form Notifications list item.
3. Configure your desired settings:
   • Email with Answers Embedded: Includes the submission answers directly in the email notification.
   • Email Submitter: Sends an email to the user who submitted the form.
   • Email Location: Sends an email to the address associated with the submission’s location.
   • External Emails: A list of external email addresses to notify.
   • Notify Users: A list of specific users to notify.
   • Notify Roles: A list of roles to notify.

     Note: If no user is found with the selected role, the system will search for a user with a “Reports to” role higher up in the hierarchy.

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Integrations

Google Sheets Integration

You can automatically append form submissions to a Google Sheet.

1. Ensure the Google Drive integration is enabled (see Integrations).
2. From the Forms page, select the form you want to integrate.
3. Click on the Settings tab.
4. Click the Pick button next to Sync to Google Sheet.
5. Select the Google Sheet you want to use.

Now, every time a form is submitted, the responses will be added as a new row in the selected sheet. A new sheet (tab) will be created in the spreadsheet for each revision of the form.

OneDrive Sync

You can automatically upload a PDF of each form submission to OneDrive.

1. Ensure the Microsoft integration is enabled (see Integrations).
2. From the Forms page, select the form you want to integrate.
3. Click on the Settings tab.
4. Enable the Sync with OneDrive toggle under OneDrive Sync.

Now, every time a form is submitted, a PDF of the submission is uploaded to OneDrive. Submissions are organized into a folder per form, so each form’s PDFs are grouped together.

Note: The sync status appears next to the OneDrive Sync heading. If the integration’s connection is broken, the toggle is disabled until an Owner or Admin reconnects OneDrive from the Integrations page.

Dropbox sync works the same way — enable the Dropbox integration, then toggle Sync with Dropbox on the form’s Settings tab.

SharePoint Sync

You can automatically upload a PDF of each form submission to a SharePoint site.

1. Ensure the SharePoint integration is enabled (see Integrations).
2. From the Forms page, select the form you want to integrate.
3. Click on the Settings tab.
4. Click the Sync with SharePoint button under SharePoint Sync.
5. In the SharePoint Settings dialog, choose the Site you want submissions uploaded to and click Create.

Now, every time a form is submitted, a PDF of the submission is uploaded to the app folder on the selected SharePoint site. Submissions are organized into a folder per form, so each form’s PDFs are grouped together.

Note: The sync status appears next to the SharePoint Sync heading. If the integration’s connection is broken, the button is disabled until an Owner or Admin reconnects SharePoint from the Integrations page.

Excel Sync

Unlike the PDF-based syncs above, the Excel sync appends each completed form submission as a new row in an Excel workbook, giving you a spreadsheet of all submissions that updates automatically.

1. Ensure the Microsoft integration is enabled for OneDrive and/or SharePoint (see Integrations). Excel sync can target either destination.
2. From the Forms page, select the form you want to integrate.
3. Click on the Settings tab.
4. Click the Sync with Excel button under Excel Sync.
5. In the Sync with Excel dialog:
   • Choose a Destination — OneDrive or SharePoint. (If only one is connected, it is selected for you.)
   • For SharePoint, choose the Site where the workbook should live.
   • Choose whether to Create a new Excel file (enter a file name) or Use an existing file (pick from the workbooks already in the form’s folder).
6. Click Create (for a new file) or Use (for an existing one).

Now, every time a form is submitted, its responses are appended as a new row in the workbook. Each column corresponds to a form question, along with standard submission details (submitter, submission date, and so on). New columns are added automatically when a form question is added, so the sheet always reflects the latest version of the form.

The workbook is stored in the same per-form folder used for PDF submissions, so a form’s Excel workbook and submission PDFs live together in the app folder.

Note: When you first enable the Excel sync, all existing submissions for the form are backfilled into the workbook. Depending on the number of submissions, this may take a few moments to complete.

Note: The sync status appears next to the Excel Sync heading. If the integration’s connection is broken, the sync stops and its status shows an error until an Owner or Admin reconnects Microsoft from the Integrations page.