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Forms: Distribute

Note: You need to have owner or admin permission to accomplish the following steps
Once you've created a form, you need to distribute it to your users so they can access and complete it. Distribution determines who can see and fill out the form from their "My Forms" section. This article covers all aspects of form distribution including permission levels, distribution methods, managing access, and troubleshooting.

🔍 Navigate this article:

  1. Permission Levels
  2. Distribute/Remove a Form to Users/Teams
  3. Distribute/Remove Forms by Role
  4. Troubleshooting: User Can't Find a Form

Permission Levels

When you distribute a form to users and/or teams, you assign privilege levels that dictate what users can view and edit for that form.

Permission Options:

View Own Submissions

User can only see their own form submissions (All Permission levels)

View All Submissions

User can see their own and all other users' form submissions (Manager)

Edit Own Submissions

User can view all form submissions and edit their own submissions (Manager)

Edit All Submissions

User can view all form submissions and edit all form submissions (Manager, Admin)


 

 

 

 

 

Please note: "View all submissions" or "Edit all submissions" are still limited by the user's permission level (i.e. submitter, manager, admin). Managers can ONLY see their team's submissions. User/Role permissions will override any form permissions selected.
Form permission levels dropdown

Distribute/Remove a Form to Users/Teams

Distributing a form gives users access to fill it out at any time from the "My Forms" section of their Zenput mobile app. You can add or remove team/user access and adjust permission levels at any time from the Distribute tab.

  1. From the dashboard, click on 'Forms'.
  2. Find the form you would like to distribute and click the 3 dots next to it – Edit. 
  1. Select the 'Distribute' tab in the form builder.Distribute tab
  1. In the "Share form with:" box, you can share a form with:
    • All users – type "ALL"
    • A specific individual – type the name or email
    • A team – type the team name
    • A role – type the role name
Share form with options
  1. To remove access: Click the 'X' next to the team/user you want to remove.





    Note: If a user is part of a team that has access to a form, you will need to remove the user from the team to restrict their access.
Remove team access
  1. Adjust permission levels using the dropdown next to each team/user.
Permission dropdown
  1. Once you're done adding who should have access, click 'Publish' to save your changes.

Please note: When a form is distributed to a child team, you must first remove any distribution that exists to a child team before being able to distribute to the parent team. An error message appears when trying to distribute to the parent team before removing any child teams.

Tip: If you want to assign a form as a project or task (available only once during a designated time), see: How do I create a task? or Creating a project in Zenput

Distribute Forms by Role

You can also distribute forms through the Hierarchy section by assigning them to specific roles. All users with that role will automatically receive access to the form.

  1. From the Dashboard, select 'Hierarchy', then select 'Roles'.
Hierarchy and Roles
  1. Hover over the three dots to the right of the role you want to distribute forms to, then click 'Edit Role'.
    Edit Role option
  1. Click on the blue plus sign under 'Distributed Forms' to add a form.
Add form to role
  1. Click on the drop-down arrow and select or type the name of the form you want to distribute.
Select form from dropdown
  1. Select the permission level under 'Form Permission' (see Permission Levels above).
Form permission dropdown
  1. To remove the role's access from a specific form – click the gray minus sign next to the form you want to remove
Delete form from role
  1. Click 'Save' to apply your changes.
Save role changes

Troubleshooting: User Can't Find a Form

If a user contacts you because they can't find a form, here are some common causes and solutions:

1. Verify the Form is Shared with the User

Navigate to the 'Forms' tab, find the form title, and click the 'Distribute' button. This shows all users with access. If the user isn't listed, add them in the "Share form with" box.

Check form distribution

2. Check if the Form is Part of a Project

If your form is used in a project, it will appear on the left side of the Distribute screen. You can click 'Go To Project' or navigate to the Recurring Projects section on the Dashboard.

From the Projects view, you can see how many users are assigned. Click on any hyperlink (e.g., "3 to go") to see which specific users have the project assigned.

Project assignment view

From the 'Tasks' tab, you can filter by project to verify if a specific user has access.

Tasks view

3. Check Internet Access

If the user doesn't have internet access, they won't see newly distributed forms. To fix this:

  1. Ensure the user has an internet connection.
  2. Have them click on any form and wait for it to fully load.
  3. Click the back button in the top left corner to return to the form list.

This process refreshes the list and the missing form should appear.

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