How to View Forms and Other Shared Assets in Your Workspace

Jotform Workspace now lets you view everything shared with your account—all in one place. No more digging through old emails to find the link to the asset shared with you. You can now collaborate more efficiently with the asset owner and your team, since everything you need is organized and right at your fingertips. And when multiple types of assets have been shared with you, it’s now easier to manage them—grouped by type so you can quickly find what you’re looking for.

Viewing and Filtering by the Asset Type

You can view shared assets by type in just a few easy steps. Here’s how to do it:

1. On your My Workspace page, click on Shared with Me in the menu on the left side of the page.
2. Then, next to Create, in the top-left corner of the page, click on Forms to open the Dropdown menu and select the asset type you want to view:

Forms

This option is always selected by default. When someone shares a form with you, you’ll be able to view its Inbox, PDF Documents, and any linked Original PDFs—whether it’s a regular form or a Smart PDF Form.

Tables

When someone shares a form’s submissions with you through Jotform Tables, this gives you direct access to view and manage that data in table format.

Boards

If a board is shared with you, this lets you open and view the shared board and its related items, helping you track tasks or organize workflows.

Conversations

When someone shares an AI Agent Conversation with you, you’ll have access to that AI Agent and its active or past conversations—so you can stay in the loop or follow up as needed.

Reports

When a Visual Report is shared with you, you’ll be able to view and download it, making it easier to review summaries and insights based on form data.

Viewing Shared Forms as a Sub-User

If someone shares a form with you as a sub-user, you’ll be able to view its submissions, edit the form, or both—depending on the permissions set by the form owner. Over time, if multiple forms are shared with you from different accounts, it can be difficult to manage them all in one place.

To make it easier, you can filter forms based on who shared them with you. Here’s how to do it:

1. On your My Workspace page, click on Shared with Me in the menu on the left side of the page.
2. Then, in the Shared By Dropdown menu, uncheck all the boxes except the one next to the name of the person who shared the forms you want to view.

That’s it. Now, you can view only the forms shared by a specific owner—making it easier to focus on what you need.

You can also sort the assets shared with you using various options, depending on the type you’re viewing.

There’s also a Search bar to help you quickly find specific assets by name or keyword. Both the sorting menu and the Search bar are located at the top of the page for easy access.