Review and distribute forms

Review your form

Use the form builder to review your form. Once you think it's ready, share it with submitters.

To review the form, do the following:

1. Find your form.
2. Select Edit.
3. Select Open Form at the top right of your form builder.
4. Review the form that opens in a new tab to ensure it’s configured correctly.

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Share your form

There are two ways to share your form:

• Share it with anyone. Use a direct link, send it via email, or embed it in dashboard or web page.
• Share in-app forms with selected people. Require a Smartsheet login or share only with those who have access to the underlying sheet. Set up access using the form access controls.

Share with anyone

Share from the form builder

• Navigate to the form builder to:
  • Copy the form link
  • Embed it in a dashboard or webpage
  • Email the form directly from Smartsheet

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Share from the Manage Forms… option

1. Select Forms > Manage Forms… from the top menu bar to email, copy the form link, or embed it in a dashboard or webpage.

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Share from a workspace

1. Go to Home > All workspaces and select the workspace where your form lives.
2. When the workspace panel opens, select the associated sheet to see its active form right underneath it.
3. Load the form.
4. Select the three-dot menu > Copy link.
5. Share the link with submitters.

You can also use the three-dot menu to open the form in a new tab or edit it i the form builder.

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Keep the following in mind

• The link to the form remains the same even if you edit the form.
• Save the form to see all changes applied.
• The form becomes inaccessible if the connected sheet ends up without Owner permissions.

Share with selected people

Use in-app forms to require submitters to sign in to their Smartsheet accounts before filling out the form or if you want to co-edit the form with other collaborators.

Require submitters to log in

1. Set up your form's security settings to require Smartsheet login to access the form. 

2. Then, share the form with submitters. 

Browser URL from the form builder

1. Share the underlying sheet and grant Owner or Admin permissions to other form builder collaborators.
   Learn more about setting sheet permissions.
2. Copy your browser URL to share your form builder with others.

Use a URL query string for the Send Email Submissions feature

• When you use a URL query string in your unique link, the Send me copy of my responses option is on by default. Submitters still have an option to deselect it if they want to.
• With a URL query link, submitters don't have to fill in the Email address field.
• URL query strings can't help you automate form confirmation emails to sheet owners and collaborators. Instead, use automated workflows if you want to receive email alerts when new entries come in.

If you’re trying to share your form but it’s not working, check that your form is set to active and that you're sharing the in-app or published version of your form. To share your form in-app, the other person must have access to the connected sheet.

Deactivate your form

You can deactivate your form if you don't want to delete it entirely, but you also don't need to continue using it at the moment.

To deactivate a form:

1. Open the sheet connected to your form.
2. From the upper menu, select Forms > Manage Forms.
3. Find the form you want to deactivate and use the three-dot menu  Brandfolder Image to turn on the Deactivate toggle.

All plans have access to offline forms. On Enterprise plans, a Smartsheet System Admin can deactivate the feature in Admin Center. 

Individuals can make each form available for offline use in the app on their device while they're online. They can then launch the mobile app without an internet connection if they're already signed in.

You must sign in to the Smartsheet mobile app before loading the form. 

Make a form available offline 

You must turn the offline setting on for every form you want to use while offline. 

1. While you're online, open the form you want to use when you're offline.
2. Select the three-dot More menu in the upper-right corner of the screen.
3. Slide the toggle for Make available offline.

Make a form available offline from Recents

1. Select the three-dot More menu next to a form.
2. Slide the toggle in the menu next to Make available offline.

Forms are the only feature offering offline interactivity. Any other items in the app require an active internet connection. 

Access and submit an offline form

1. Select the Offline tab on the home screen.
2. Select the form name. 
3. Fill out your form and select Submit.

Any submissions you make while offline appear once you've reconnected to the internet and authenticated as an authorized user on the account.

Submissions from unauthenticated users are rejected, and data is removed from the device once a connection is regained.

You can access offline forms from the Recents or Offline tabs on the home screen. 

To delete data from the device manually

• Open the form on your device and set Make available offline to off.
• Manually clear your cache.
• Delete the Smartsheet app.