General Inquiry: Meaning of Collaborator

collaborator meaning

Hi Admin,

Thanks for reaching out to Jotform Support. I'm an AI assistant here to assist you.

Collaborator in Jotform refers to a feature in the Form Builder that allows multiple team members to work on a form simultaneously. Collaborators can join a form editing session via a unique collaboration link, whether or not they have a Jotform account. Changes made by collaborators are automatically saved, ensuring everyone is working on the most current version of the form.

Here are some key points about collaborators in Jotform:

• Collaboration is available only in the Jotform Form Builder, not in Jotform Mobile, Smart PDF Forms, Jotform Apps, or Jotform AI Agents.
• You can get the collaboration link by clicking the Add Collaborators button in Form Builder and copying the link from the popup panel.
• Active collaborators are shown at the top of the Form Builder, with avatars indicating who is working on which form element.
• The collaboration link expires after 72 hours, but you can generate a new link to continue collaboration.
• Guest collaborators without accounts have limited access and cannot use publish features.

This feature is designed to facilitate teamwork and streamline form creation by allowing multiple users to edit a form at the same time.

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

i was thinking to share the table data with particular tab access

Hi Admin,

Let me help you with that:

In Jotform Tables, you can share your table data with specific access permissions and even control which tabs are accessible to collaborators. Here’s how you can share table data with particular tab access:

1. Open Jotform Tables and select the table you want to share.
2. Click the Share button at the top-right corner of the table to open the Share Table window.
3. Choose how to share: You can share via an Invitation Link or Invite by Email.
4. Set Privacy Options: You can choose between Private Table (only invited people can access), Public Table (everyone can read), or Company Access (only people in your organization’s domain).
5. Set Invitation Link Default Role: Choose the role for collaborators such as Read Only, Commenter, or Collaborator (who can edit).
6. Apply Limitations: You can enable or disable Print and Download buttons and set an expiration date for the invitation link.

Regarding tab-specific access, you can add new tabs in Jotform Tables and connect them to different forms or data sources. When sharing, collaborators will have access to the tabs you include in the shared table. You can manage access and roles for each collaborator to control what they can view or edit.

For more detailed control over tabs and data sharing, you may want to explore the Share Settings panel in Jotform Tables where you can fine-tune permissions and limitations.

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

i want to hide critical data

Hi Admin,

Let me help you with that:

In Jotform Tables, you can hide or lock critical data to prevent unauthorized access or accidental changes. Here are some ways to manage sensitive data visibility:

• Hide Columns: You can hide specific columns in your table that contain critical data. Use the Columns button or the column menu to select and hide columns from view.
• Lock Data: Locking data in columns or tabs disables inline editing, protecting the data from accidental changes. Locked columns show a lock icon in the header.
• Lock Filters: You can lock filters to make them exclusive to you, hiding filtered results from collaborators.
• Lock Tabs: Locking an entire tab locks all column data within that tab, preventing edits.
• Form Encryption: For sensitive form data, you can enable Form Encryption in the Form Builder settings. This encrypts submissions end-to-end, enhancing security and privacy.

For detailed steps on showing/hiding columns and locking data, you can refer to Jotform's guides on managing tables and form encryption.

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

if i hide that will hide even for me, i need to hide for other who has the link

Hi Admin,

In Jotform Tables, when you hide columns or data, it hides them for everyone, including yourself. There is no built-in feature to hide specific columns or data only from collaborators who have the link while keeping it visible to you as the owner.

However, you can manage access by setting different roles and permissions when sharing the table:

• Set the table as Private and invite only specific people with roles such as Read Only, Commenter, or Collaborator.
• Use the Share Settings panel to control what collaborators can do, like disabling print or download options.
• Lock columns or tabs to prevent editing, but this does not hide the data.

For sensitive data that must be hidden from collaborators, consider creating separate tables or views that exclude the critical data and share those instead.

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