Forms

Forms collect registration information from visitors before they access your Inboxes or Share Links. When registration collection is enabled, visitors see a built-in, default registration form with three standard fields: name, company, and email address. With a Custom Form, you can hide any of those fields and add your own fields tailored to your business.

Custom Forms are associated with individual Inboxes and Share Links, allowing you to collect the most relevant data from visitors to different links.

What You Can Do with Custom Forms

Custom Forms give you control over the registration experience for visitors to your Inboxes and Share Links. Choose which of the three standard fields (name, company, and email) to include or hide, and add your own custom fields to collect information specific to your business.

Because Custom Forms are associated with individual Inboxes and Share Links, you can tailor the registration experience for different contexts. This lets you collect different information for different situations.

Organizing Uploads into Subfolders

Automatically put uploaded files into subfolders for an Inbox or a Share Link that lets people upload. You can insert any of your form's fields into your Subfolder name template so that the subfolder names are based on the answers given in the form. This keeps uploads organized and makes it easier to find files later.

Pre-Filling Form Fields via URL

Inbox links support query parameters that pre-fill and lock specific form fields. For example, adding ?representative=Jean%20Dupont to an Inbox URL would pre-fill a "Representative" field on the registration form with "Jean Dupont" and make it read-only for the visitor.

Who Can Manage Custom Forms

Any user with permission to share a folder can create a Custom Form. Site Administrators can create, edit, and delete any form, and Workspace Administrators can manage any forms in their Workspace. Other users can only edit and delete forms they created themselves.

Creating a Custom Form

When you create a form, you'll specify its title, determine which of the standard registration fields should be hidden, and add custom fields of your own.

The Form title is for internal use only. It helps you select the correct form when applying it to a Share Link or Inbox.

The standard registration fields are Name, Company, and Email. All three are included by default, but you can remove any combination of them from your form.

When you add a custom field, provide a label, an optional description, and a field type. The label is displayed above its field on the form. The description is shown as help text when a visitor hovers over the question mark next to the label.

The available field types are:

• Short Answer (one line of text)
• Paragraph (multiple lines of text)
• Date (date/time format)
• Multiple Choice (radio buttons allowing user to select one)
• Dropdown (select list allowing user to select one)

For Multiple Choice and Dropdown fields, define the options visitors can select from.

Editing a Custom Form

Until a Custom Form has been used for the first time, any user with permission to manage it can change the form's title, which standard registration fields, and which custom fields are included on the form.

Removing a field from a form that has already collected registrations means the data recorded for that field in past registrations will no longer have a matching field definition, making it difficult to interpret. Fields added after registrations have been collected will have no data in those earlier records.

Using a Custom Form

All users can attach one of their own forms to a Share Link they own. Folder administrators can assign any form they created to an Inbox they manage. Site administrators can assign any form to any Share Link or Inbox. Workspace Administrators can assign any form in their Workspace to any Share Link or Inbox in their Workspace.

To use a Custom Form with a Share Link or Inbox, edit its Custom form setting to choose the form. The Require registration setting must be enabled for a Share Link to use a custom form.

Once the Custom Form is selected in the Inbox or Share Link's settings, it is displayed when recipients visit the link's page.

Deleting a Custom Form

A Custom Form can be deleted as long as it is not currently assigned to any Inbox or Share Link. Remove the form from any Inbox or Share Link's Custom form setting first, then delete it. The creator of the form or any administrator with permission to manage it can delete a form that is not in use.

Registration data remains in your site when the Share Link or Inbox has been revoked. Deleting a form that was used to collect registrations makes it harder to interpret the custom field data in those records.

Form Data Visibility

Registration data collected through a Custom Form is visible to site administrators, read-only administrators, and any users with access to the registrations. For inboxes, this includes anyone with folder admin access to the inbox folder. For Share Links, this is the user who created the share link, Site Administrators, and Workspace Administrators.

If you're organizing uploaded files into subfolders using the form names, those subfolder names will be visible to anyone with access to the target upload folder.