How to set a form for specific user group only?

Our clients will be completing forms from our website. We have hundreds of clients and don't know in advance when they will be sending us change forms. What is the best way to have the information in the form protected? We don't want the clients to have to bother with remembering access codes and such--they won't remember and it will just create more work for us. We would just like to ensure that only someone at our business can access the completed form and not anyone who might have intercepted the form. So if a password or code is needed to open the form, we'd like that to be enabled only on our end, not the clients'. Is that possible with Jotform? FYI, we are not subject to HIPAA requirements.

Hi Judy,

Thanks for reaching out to Jotform Support. Since you ant only someone from your business can access the form, I suggest setting the form to private and sending your users a link to your form. Let me show you how:

• In Form Builder, in the orange navigation bar at the top of the screen, click on Publish.
• On the page Quick Share, select Private Form in the section Share with link.

Note, when your form has been set to private, a Jotform account is required to access the form. You need to invite your users by email. The invited email and the Jotform account email will then be checked by our system and when it matches the user will get access to your form.

Now, let's invite your users to your form.

• Still on the page, Quick Share, enter the recipient email in the email field in the section invite by email.

Additionally, you can upload as file with all your users email addresses.

If you share the private form with respondents who do not have a Jotform account, they will be required to sign up for a Jotform account as well as request your permission to complete your form.  That's it. We also have a guide about How to Change the Access Settings of a Form where you can find more information about permissions when setting a form to private. If that’s not exactly what you’re looking for, can you explain a bit more so I can help you better?

Give it a try and let us know how it goes.

Thanks but that’s still too much work for our clients. We need them just to go to our website for the form and submit it, without a Jotform account or any extra steps. It’s unrealistic to expect all our clients (a few hundred) to read and save an email with a link to a form they might or might not need in the near future. If we send them invites, they will lose the email. We don’t know in advance when a client has a change. It’s enough of a struggle to get them to fill out a form instead of just emailing the information, so we have to make it as easy as possible for them. Is there a way to do this?
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Hi Judy,

You can't have a password-protected form for some people and an open form for the rest of the users. I'm having confusion understanding your request. The form is embedded on your website, right? So you can just share the link of your website with your clients, that way they can always submit the form whenever they want.

If that’s not exactly what you’re looking for, can you explain a bit more, so I can help you better?

Once we hear back from you, we can move forward with a solution.

What I would like is that when the client submits the form, its data is secured over the Internet. Without the client having to do anything other than submit. If a password is needed to open the form, then I’d like for just my company’s employees to have to do that. Goal is secure form transmission without putting any extra work on the client. Is there a way to do this in Jotform?
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Hi Judy,

All user submissions are stored in your Jotform account on our secured servers. Our servers are located on AWS and Google Cloud. This also includes all data on the Jotform tables page. You may review our security page for more details. Once they submit the form, they can no longer edit their submission unless you enable it in your form. Accessing the form will allow them to start another entry. As for accessing the form submissions, you can allow your employees to access it by using our Jotform Collaboration. Let me show you how:

1. In your Jotform table, click the Share button on the right side of your page.
2. In the pop-up dialog, click the Create link to generate a link and send this to your employees.
3. You can also share it via email by entering your employee's email address in the Invite by Email field.

You can also check out this guide on How to Share Your Submission Tables with Jotform Tables and Collaborate.

Give it a try and let us know how it goes.