Whether you’re assigning a form to staff or collecting responses from external stakeholders, IndyForms gives you flexible ways to share — manually, publicly, or on a schedule.
What You Need to Know Before Sharing
Only published forms can be shared.
Forms still in “Draft” or marked “Inactive” must be published first.
Permissions matter.
General users must have permission to share forms or form records. These are set in the Settings > Permissions tab of a form design (form builder) using:
Share Form
Share Records
Note: If you can’t access sharing options, speak with your organisation’s admin to request permission.
Admin users have full sharing access by default.
You can share forms:
Internally with IndyForms users or groups
Externally via a public link
Automatically using a schedule
Step 1: Access the Sharing Panel
Option 1: From the Forms Page
Navigate to the Forms section in the sidebar.
Click the name of the form you want to share.
Click the Share Form button in the top-right.
Option 2: From the Form Builder
Click Edit Design on your form.
Open the Sharing tab at the top.
This opens all sharing options, including scheduling.
Step 2: Choose How You Want to Share
Internal Share
You can share a form directly with individual users or groups within your organisation. This method allows you to assign due dates, include a message, and track responses. You also have the option to automatically create records for each recipient.
Share With:
Select User – Share with individual users.
Select Group – Share with an existing group.
Create New – Add and assign a new user on the spot.
Optional Settings:
Create Records Now – Automatically generate records for recipients.
Due Date – Set a completion deadline.
Message – Add instructions or context.
Internal Link + QR Code:
A private link is generated for IndyForms users.
Recipients must be signed in and have access.
Generate a QR code for mobile scanning.
Note on “Create Records Now”:
It’s recommended to keep this option enabled for all forms where a response is required.
When ticked, a form record is immediately created for each user upon sharing — and will appear in their Form Records, To Do, and Recent Documents.
If left unticked, a record is only created when the user clicks a link to start the form.
Important: Their user group must have Create Records permission in the form’s Settings > Permissions panel.
This option is best used for optional or open-ended submissions, such as surveys.
Public Share
You can use public sharing when you want anyone to access the form, without signing in.
Generates a public link anyone can use.
Also provides a QR code for quick scanning.
Suitable for families, clients, external stakeholders, etc.
⚠️ Public responses are anonymous unless your form includes identification fields.
Step 3: Automate Sharing with Scheduling
Want to send forms automatically in the future or on a recurring basis?
To create a schedule:
In the Sharing tab, click Create a Schedule.
Set a start date and time.
Choose how the due date works:
None
Fixed date
Days from record creation
Select the users/groups.
Select a repeat interval if necessary (e.g., weekly, monthly).
This is ideal for recurring workflows, such as audits, check-ins, or compliance reviews.
Quick Summary
Internal Share:
Share with logged-in users or groups inside your organisation. You can add due dates, action items, and track who submitted.
Public Share:
Share with anyone using a link or QR code. Great for quick submissions or external responses. No login or tracking required.
Frequently Asked Questions
Q. Can I share a form that is still in draft or inactive status?
A. No, only published forms can be shared. Please ensure your form is published before attempting to share it.
Q. What happens if I share a form with someone who doesn’t have an IndyForms account?
A. Internal Share: The recipient must have an IndyForms account to access the form. Public Share: Anyone with the link or QR code can access the form without needing an account.
Q. How do I set permissions for users to share forms?
A. Navigate to the form’s Settings Tab > Permissions Panel in the form builder. Here, you can grant groups the ability to share forms and form records by enabling the appropriate permissions.
Q. Can I schedule a public form to be shared at a later date?
A. Scheduling is primarily designed for internal users. However, you can manually distribute the public form link or QR code.
Q. Will I be notified when someone submits a public form?
A. Yes, if you have notifications enabled for form submissions, you’ll receive alerts when a public form is submitted. Navigate to the form's Settings Tab > Record Notifications Panel in the form builder.
Q. Can users create an internal form record without the form being shared with them?
A. Yes. As long as the user’s group has permission to Create Records, they can access the form without it being explicitly shared. This permission is set in the form’s Settings > Permissions tab.
To make access even easier, you can pin the form so it appears on their Dashboard for quick access at any time.
💡 Tips
Internal Forms
Learn more about Internal Forms in this article.
Add a Due Date to Highlight Urgency: Adding a due date ensures the internal form appears in the user’s To Do list and helps prioritise responses. It’s also visible in their Recent Documents, keeping it top of mind.
Use Action Items for Follow-Up Tasks: After creating internal form records, assign action items to relevant team members for review, sign-off, or next steps. This keeps the workflow moving and ensures accountability.
Share With Groups to Save Time: Instead of selecting individual users, share forms with a group (like “Admin Staff” or “Supervisors”). It ensures consistent access and saves time during rollout.
Create a Schedule for Regular Assignments: For repeating processes, such as audits, check-ins, or weekly forms, use scheduled sharing to automate delivery. This ensures consistency and reduces admin overhead.
Use the QR Code for Quick On-the-Spot Sharing: Need to distribute the form in person or via posters/handouts? The internal QR code gives logged-in users quick access without needing to type or click a link.
Public Forms
Learn more about Public Forms in this article.
Test Public Forms: Before distributing a public form, test the link or QR code to ensure it functions correctly and the form appears as intended.
Leverage QR Codes: For in-person events or printed materials, QR codes provide a quick and convenient way for users to access your forms.
Maintain Data Privacy: When using public forms, be cautious about collecting sensitive information, as submissions are anonymous unless identity fields are included.