Users on my Account Can't Access All Forms

My staff are sub users on our Jotform account with full access, but when they are logged in with their email address they cannot see the forms in our account or our folders. They can only work in our forms by logging into our main account, but now they need a verification code to work in that account that is sent to me. How can they access all the forms and folders in our main account?

Hi nyaitc,

Thanks for reaching out to Jotform Support. Let me help you with that:

When your staff are added as sub-users with full access, they should be able to see and work on the forms and folders shared with them. However, if they cannot see the forms or folders, it might be due to the way the sharing permissions are set up or the verification process for the main account.

Here’s how to ensure your sub-users can access all forms and folders:

1. Check Sharing Permissions: Make sure that the forms and folders are explicitly shared with the sub-users' email addresses with the appropriate access level.
2. Sub-User Login: Sub-users must log in with their own email addresses, not the main account's credentials. They should have access to the shared forms and folders once permissions are correctly set.
3. Verification Code Issue: The verification code is sent to the main account's email for security purposes. Sub-users should not need to log in to the main account. If they are prompted for a verification code, it may indicate they are trying to access the main account directly instead of their sub-user accounts.

Ensure that your staff are logging in with their own sub-user credentials and that the forms and folders are properly shared with them. This way, they can access all the necessary forms without needing the main account's verification code.

If you need detailed steps on managing sub-user permissions or sharing forms and folders, please let me know.

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

Please give me the detailed steps on managing sub-user permissions to access all forms.

Hi nyaitc,

Once your sub-users log into the account, here's how they can access shared assets:

1. From the left menu, choose Shared with me.
2. Choose type of the assets you wish to see.
3. You can also choose the user who shared the assets.

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

Our sub-users can see the forms, but they cannot see the folders. How do they see the folders? Because of the number of forms we have, having them all listed together makes it difficult to organize and navigate to the resource they are looking for.

Hi nyaitc,

The Shared with Me folder in Workspace has been updated to include all types of shared assets, not just forms. The shared folder structure is no longer visible to users with shared folders, which is why all shared items now appear as a single list under the My Workspace page. This update also introduces a new filter-by asset type option to make it easier to locate specific shared items. The changes apply to both Standard and Enterprise users. Check out the screencast below for more information:

You can also check out this related guide on How to View Forms and Other Shared Assets in Your Workspace.

Let us know if you have any other questions.

I'm sorry - but I don't think this is any different than what you shared before? Our team has folders that we organize our forms in based on project area, and the sub-users aren't able to see those folders or use them. Additionally, sub-users used to be able to drag and drop forms they created into the NYAITC account.

It's important to our team that we all have access to all of the forms that we work on collaboratively. We are not able to do this currently with the sub-user accessibility.

Hi nyaitc,

I understand how this change impacts your team’s workflow. The recent update to the Shared with Me section has changed how shared assets are displayed. And the shared folder structure is no longer visible, and all shared items now appear as a single list under My Workspace. This means that sub-users can no longer see or organize forms within shared folders as before.

These updates were made to unify how shared assets are managed across accounts, and a new filter-by-asset-type option has been added to help locate specific forms or other items more easily.

Let us know if you have any other questions.