Shared folder missing in Workspace

Hello,

Recently our shared city folder has been disappearing from our users end.

Here is what one user said: trying to locate an arts commission jotform I created a month or so ago and I cant find it. I cloned it again just now and made some changes but now I'm not finding this new one I just made either.

Hi sammamish,

Thanks for reaching out to Jotform Support regarding the issue with the shared folder structure missing for your users. I understand that previously users could see the folder structure including subfolders, but now they will only see a list of forms.

We’d like to inform you that the “Shared with Me” folder in Workspace has been updated to include all types of shared assets—not just forms. This change is part of our ongoing effort to make Workspace a standalone hub for Jotform. You can find the “Shared with Me” folder in the side panel of your Workspace. Note that the previous subuser-based folder sharing structure has been deprecated. As a result, folders or labels shared under that system will now display only the forms themselves, without showing the original folder structure or folder names. This applies to all environments.

We understand this may affect how you and your users navigate shared content. While restoring the original folder view isn’t possible under the new system, we’re actively working on further enhancements to improve usability and organization within Workspace.

Let us know if you have any other questions.

When did this change? We were not notified. Is the folder structure used to keep our department forms organized still in place?

Our user list shows that users are assigned to folders. Is there a new workflow that I need to implement for our organization to manage our forms and have an overview of what our users create?

Hi sammamish,

Checking our logs, the update was announced to us on May 15, 2025. Now, as mentioned earlier, folders or labels shared under that system will now display only the forms themselves, without showing the original folder structure or folder names. But, sub-users can only now filter out shared assets of a particular user, selected in the Shared By dropdown button. Here's an example:

As for your other question, about sub-users creating a form, I've moved it to a new thread to avoid confusion. You can check it out here.

Let us know if you have any other questions.

I understand, but how are they going to manage existing forms? If they dragged the form into the Sammamish area, which doesn't exist for them anymore, they don't have access to it. We have a lot of forms that have disappeared from our staff because of the change.

Hi sammamish,

Since the MyWorkspace update, as explained by my colleagues, you can manage existing forms by using the collaboration link. Users you’ve shared the form with will still have access, they’ll just see the forms directly in their account, without folders.

Navigating to them is simple. Let me show you how:

1. In My Workspace, which you can find on the left side of your Jotform dashboard, click on Shared with Me.
2. Once you are in Shared with Me, you will typically see options to filter the assets. There's a dropdown menu where you can select the type of asset you're looking to view, such as Forms, Tables, Reports, etc.
3. Towards the right side of the page, you should find another dropdown or filter option, often labeled Shared by.
4. A list of users who have shared assets with you will appear. Select the username of the person whose shared assets you wish to access. The view will then update to show the assets shared by that specific user.

This should allow users to easily find and manage the forms and other assets that have been collaborated on with them. Sharing the Collaboration link with your teammates is really easy. Let me show you how:

1. On the top-right side of the Form Builder page, click on Add Collaborators.
2. In the window that pops up, click on Copy Link and then just share that link with your teammates.

Let us know if you need any more help.

Hi, I understand the instructions but there isn't anything shared. See the screenshot below. I requested one of our users to share a form with me to test this and nothing has shown up, we worked on this yesterday around 4:15 pm PST. The link works, I can use it to collaborate but it doesn't show up on my list. As you can see below, the admin account (webmaster@sammamish.us) has no forms shared.

I believe that our account needs to be reviewed. We have been with Jotform for a long time, and most likely, the permissions and format of the change are causing issues with our organization's forms. It is irresponsible not to notify us before the change and give us a method to transition our account.

Hi sammamish,

I understand the issue, but I’ll need a bit of time to work out a solution. I’ll get back to you shortly.

Thanks for your patience.

Hi sushma1,

I answered your other question on a new thread. You can go ahead and check that out here.