Form Collaboration: One Collaborator Cannot Access Previous Submissions

Hello,

I am the owner of lab request form, and I've provided collaborator access to two of my colleagues.

One of my colleagues can no longer access the previous submissions. He's only able to see currently what's waiting for him. My other colleague still has access to all the submissions, like I do. Can you help us figure out what happened here and how to restore the previous submissions?

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

Regarding your issue where one colleague with collaborator access can only see submissions waiting for them and not previous submissions, while the other colleague and you can see all submissions, this behavior is related to how submission access and collaboration permissions are managed in Jotform.

Let me help you with that:

1. Understand Collaboration Limits: Standard Jotform plans allow only one login credential per account. To have multiple users with full access to submissions, upgrading to Jotform Enterprise is recommended, which supports team collaboration with full control and visibility.
2. Use Form Collaboration Feature: Jotform's Form Collaboration allows multiple team members to work on the same form simultaneously, but this does not necessarily grant full access to all submissions.
3. Share Submission Tables: To share access to submission data, you can share your submission tables via Jotform Tables. This allows you to set permissions for collaborators to view, print, or download submissions.

It is likely that the colleague who cannot see previous submissions has limited permissions or is only seeing submissions assigned to them (e.g., in an Inbox shared with specific permissions).

To restore access to previous submissions for that colleague, you should check the sharing settings of your form's Inbox or Tables and ensure they have the appropriate permissions to view all submissions, not just those waiting for them.

If you want, I can provide detailed steps on how to share submission tables or adjust Inbox sharing settings to grant full access to submissions for your colleague.

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

Hi alexsalamone,

Thank you for contacting us.

I have performed some tests and am sharing the submissions data from the Inbox page, which shares the existing data, too. It's possible that you shared the submissions using a different method, so I encourage you to make sure you're sharing the submissions from the Inbox page only. Here are some steps to follow:

1. First make sure that you're adding the user under the Share option on the Inbox page:
   
2. Make sure the user is not added as an assignee on the form settings. You will find this option while working on the Form Builder, under the Publish tab and the Assign Form section:
   

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