Share an iSheet form to add records
You may send a request for information to contributors by sharing an iSheet form via a link or in an email. This form is based on an iSheet and will add a new record to the iSheet when it is submitted.
note
HighQ offers multiple features for the creation and publication of forms. Choose the feature best suited to your needs:
- Add records directly to an iSheet - Share forms to registered users with permission to add records to an internal iSheet
- iSheet form sharing (this article) - Share forms to external users, using the standard system iSheet form design
- HighQ Forms- Create custom, branded forms to share on a website, Microsoft Teams, and your websites
Options allow records to be created even by users who would not normally have access to your site. This allows users to, for example:
- Self-register to fill out an iSheet form for legal intake
- Use a self-service desk to generate a document (e.g an NDA) as an anonymous user
note
The
Add record
form is opened from your HighQ instance, in the contributor's browser.Security options ensure that your data is protected. You can configure a captcha and password to restrict access, and further restrict access to registered users only.
note
You cannot share a metadata iSheet.
The following column types are not supported in an iSheet form:
- file link
- folder link
- iSheet link
- lookup column
- attachment column, if it stores files in a custom folder location (attachments in the default location are supported)
You can still share the iSheet; however, fields for these columns will not be displayed to the contributor.
Enable iSheet form sharing
A system admin must follow the steps described here to enable iSheet form sharing. A site admin must also enable form sharing for each iSheet that uses the feature.
note
iSheet form sharing must be enabled for your instance by HighQ support. It can be enabled for all system admins, internal admins, or restricted to a selection of admins. Please contact HighQ support to discuss and enable iSheet form sharing.
Security considerations
Do not share a form that includes User lookup columns, especially when sharing a form with anonymous users. This can expose usernames for all users in every site on your instance, including sites that the recipient does not have access to.
If you share an iSheet that has iSheet permissions enabled, contributors must have permission to access the iSheet.
- Use theAnonymous/Self-registered userssystem group to set permissions for anonymous and self-registered contributors
- Permissions can be applied both at the column level and the iSheet level. Contributors only see input fields for columns that they have permission to view
Sending a form
Open the iSheets module, then open the iSheet that will store the records from contributors.
note
The following column types are not supported in an iSheet form: File link, folder link, lookup column, iSheet link and attachments stored in a custom folder location. You can still share the iSheet; however, these columns will not be displayed to the user.
Select
The
Share
window's Email
tab is active by default and shows Recipients
, Subject
and Message
fields.
Controlling the contents of a form with Views
You can use a View to restrict which fields are seen by recipients of the form and users with add or edit permissions.
Select
Admin
, then iSheets
(under Module settings). Select the iSheet and mark the Set Add/Edit forms to only display columns from the selected View
checkbox.
If enabled,
Add record
, Edit record
and shared forms only display and request data for columns defined in the selected View.note
View restrictions also apply to iSheet items added in 
Custom site navigation
, and iSheet links created in a blog
or wiki
This also activates the
Check mandatory columns
option.note
Column permissions also apply and hide columns based on user permissions, even if they are included in the View.
Views and mandatory columns
As a view can unintentionally hide a mandatory column, please ensure the view used for a form contains all mandatory columns.
In the
Manage views
window, (Required column)
indicates that a view is missing 1 or more mandatory columns:
note
You can check if a view includes all mandatory columns. Open 
Admin
, iSheets
, then select Check mandatory columns.
If necessary, select the iSheet to check. A list of views opens.
Select
Show
to see a list of mandatory columns that are missing in the view. Select More actions
then Add mandatory columns
to automatically add all missing mandatory columns to the view.Alternatively, select all views you need to update, then select
Update selected views
in the top-right corner.Share via an email
The default tab sends the form request as an email.
Select if the
Recipients
are all Members of this site with permission
or if there are any Recipients who are not members of this site
.note
Additional options are provided if you select
Recipients who are not members of this site
.Add user names or email addresses to the 2nd
Recipients
field. In this case, all recipients must be members of the site and have the required permissions.If necessary change the
Subject
and add a Message
to the recipients.Select
Send
to send an email invite to add a record.Share a link
Select the
Link
tab to create a link to the form request.Select if the
Recipients
are all Members of this site with permission
or if there are any Recipients who are not members of this site
.note
Additional options are provided if you select
Recipients who are not members of this site
.
If
Recipients who are not members of this site
is selected select Get link
.note
Select the
Use short URL
checkbox to create a shorter link.Select
Select link
to highlight the entire link, then manually copy the link (Ctrl+C
or Cmd+C
) and share as required (e.g. in a message, email, or blog post, or on a webpage or business card). Finally, close the Share
screen.Additional settings for anonymous or self-registered recipients
If any recipient is not a member of the site, further security options are provided in the
Share
window.
Select an
Access level
to control who can access the form. If the system admin has pre-defined and locked the access level, then you may not change this option.note
If 
Anyone with the password
is selected for Access level, then you'll need to set a password that the recipients must use to access the form:For additional security, set a
Link expires
deadline. Select Notification
to receive an alert when a recipient adds a record.Select
Send
to send an email invite to the shared form, or Get link
to generate a link to the shared form.note
A form filled by an anonymous or self-registered user is not saved until it is submitted. If the page is closed, all changes are lost. An anonymous or self-registered user cannot edit an existing record
Receiving a request to add a record
The recipient receives a link, either sent by email, or in a message with the link provided in the
Share
window.If the recipient is already a registered user, then they can select the link to open the
Add record
request in the browser.note
If the recipient is not already signed in the record is submitted from an 'anonymous' user. To access information that requires permissions they must first sign in to their account; select
Login to your HighQ account.
note
If the user does not have an account, and the access level was
Recipients must register
, then contributors must create an account as a 'self-registered' user. See Self-registration, belowThe user must select
Add record
to open the shared form. The form has fields for One
, Two
, Three
, Attachments (Default)
, Attachments (Custom_New)
, Four_validationtest(50)
, and TLUC
.
The recipient can add information in the fields and select
Add
when they are ready to submit the record.A
Saved successfully
window is displayed to confirm that the record has been saved.
Tracking responses
Responses are tracked in the iSheet, including the name of the contributor and the time of submission (the columns 'Created by' and 'Created date').
note
If a form is shared via email to a registered user, then forwarded to an anonymous user, 'Created by' records the original recipient of the shared form, not the anonymous contributor.
Self-registration
When the recipient clicks on the link in an email to add a record, and the user does not have an account and
Recipients must register
was selected, then the recipient must create an account as a 'self-registered' user.note
This is the same process used in
Require recipients of shared files to register
.A
Registration required
window will open where the recipient must enter their Email address
- this must match the email used to send the email request:
The recipient must enter the correct email address and select
Verify email address
. If it's correct, a confirmation screen is displayed showing a message asking the recipient to use the link in the email sent to them to verify their email address. The verification link expires in 60 minutes.
The user receives a confirmation email:
They must click on the
Confirm your email address
link in the email, and are then asked to choose their password:
After the user submits their password, the shared form welcome page opens.
Related content
-
Enable iSheet form sharing
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