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Share a public form and view results

Updated

After creating and publishing a public form, you can share it with the intended audience and view the submitted results. This article explains how to share a form and view its results.

Requirements

  • The form must be published before it can be shared.
  • You need administrator rights to view form results.

Share a form

Each published form is available through a unique URL.

In this URL, {code} is the unique code you configured in the form settings.

You can share the public link in several ways:

  • By e-mail — Copy the link and send it by e-mail to the intended recipients.
  • On a website — Place the link on an internal or external website.
  • Through a QR code — Generate a QR code based on the public link for use at physical locations or in documents.

You can pre-fill form fields by adding parameters to the hash section of the URL. The parameter name must match the field name. For example:

#?FirstName=Jan

Repeated parameters fill multiple-choice fields. For a checkbox or switch, true and 1 count as selected. This lets you pre-fill a form before sharing the link.

View a form

  1. Select the form in the forms overview.
  2. Click View to open the published form in a new tab.
  3. You see the form as a respondent sees it.

View results

When users complete the form, the results are stored in the system. How the results are processed depends on the form configuration:

  • User data — When the form contains fields such as name, e-mail address and department, this data is processed in the user profile. New users are created automatically if the form is configured to do so.
  • Form results — The submitted data is stored and can be found through Reporting > Form results.

Existing user recognised

When a user completes the form and the system recognises the e-mail address as belonging to an existing user, the following options are offered:

  • Update details — The existing user details are updated with the new input when Allow overwriting is enabled.
  • Create a new account — A separate account is created.

Unpublish a form

To take a form offline temporarily or permanently:

  1. Select the form in the overview.
  2. Click Unpublish.
  3. The form is no longer available through the public link. Users who open the link see an error message.

Note: Unpublishing a form does not delete previously submitted results. They remain stored in the system.

Frequently asked questions

Can I see who completed the form?

Yes, the submitted data is linked to the user profile. Through the reporting module, you can find which users completed the form.

What happens if a user completes the form multiple times?

This depends on the Allow overwriting setting. When this option is enabled, the existing data is overwritten. When it is disabled, the new data is not processed.

Are results retained if I delete the form?

When you delete a form, previously processed user data is not deleted. User profiles created or updated through the form remain available. Submitted form results also remain available in the reporting module.

Can I share the form with external users?

Yes, public forms are accessible to anyone with the link. No login is required to complete the form. Through Settings in the forms module, you can set restrictions per category (trainings, departments and functions) and configure an IP allowlist to limit access.

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