Access to Forms Templates
After enabling the Forms feature for your Penneo company account, our Support Team will activate the Form feature for the users of your company account that need to use it. Also, we will recommend creating a new user account (e.g., infomail@yourcompanyname.com) to be used to create all of your company's form templates. The reason for the creation of an ad-hoc user account for creating form templates is that the creator/owner of the form template will be the one receiving notifications every time a form gets filled in.
All the users that have access to Forms can:
- create new form templates (that all the other users with access to forms will be able to see and use)
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edit existing form templates, regardless of who created them and who is their owner.
If you edit a form that you don't own, the owner of the form will remain the same (as you cannot change the owner of the form template unless you are an administrator). - use form templates, regardless of who created them.
However, the creator/owner of a form template is the only one who
- will receive a notification when a form gets filled in
- can select the folder where the filled-in forms are stored
- can change the folder where the filled-in forms are stored.
That is why we recommend creating a new general user account and use it to create all form templates.
When creating a new form template with this general account, all the other users will be able to see and use the new form template.
However, the folder selected as the storage folder for the filled-in forms will have to be shared will all the users that need to access the filled-in forms.
Access to the filled-in forms
During form template creation, you are required to select the folder where you want your filled-in forms to be stored. After a person fills in the form, the filled-in form will end up in the folder selected as the storage folder. The case file will contain one document, which will be your filled-in form, and possibly attachments.
Therefore, the storage folder must be shared with all the users that need to access the filled-in forms.
The owner of the form template (that is usually its creator) is the one selecting the storage folder during form template creation and is the only one that can change the storage folder.
However, any administrator with access to forms can change the ownership of a form template and, therefore, enable another person (who becomes the owner of the form) to change the storage folder.
Read more here: How to find, manage, and edit Form Templates.
How to find filled-in forms and attachments
Every time a form is successfully filled in and signed, it will appear as a case file in the chosen storage folder.
The case file will contain one document, which will be your filled-in form, and possibly attachments.
Here are instructions to find, view, and download a filled-in form (and its attachments, if applicable).
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Log in at https://app.penneo.com.
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Click Manage and then Case Files in the left-side menu.
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Locate the folder where your filled-in forms are stored. Note that the storage folder for each form template is chosen by the form template's creator when creating the form template and can only be changed by the form template's owner. To be accessed by other users with access to Forms, the folder needs to be shared with them.
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In the storage folder, locate the case file you want to access and click on it. You can now preview the filled-in form, download it, and download its attachments.
Have a look at the video below to learn more about how to manage your forms.