Choosing the Right Form-Sharing Method
1. General Form (One Link for Everyone) – A single link that anyone can use. Responses are not linked to any user.
2. User-Specific Form (Unique Links Per User) – Each user gets a personalized link, and responses are automatically linked to their profiles.
Sending a General Form (One Link for Everyone)
If the form doesn’t need to be tied to a specific user, you don’t have to require a subject when creating it.
How to Create & Share a General Form:
Create the form.
Uncheck the Require Subject option.
Copy the form link (click the three dots on the right).
Share the link via Notes, Email, or any other convenient method, so it can be accessed at anytime by anyone.
💡 Helpful Tip: You can also turn the link into a QR code for quick access.
🚨 Heads up: anyone that has this link is able to use it. Do not share this link outside of intended responders.
Pros:
✔ Simple & shareable – One link for anyone who needs to fill out the form.
✔ Convenient – No need to send individual links.
Cons:
✖ Not profile specific - Responses won’t be linked to users.
Sending a User-Specific Form (Unique Links Per User)
If you need responses to be automatically linked to users, you’ll need to require a subject when creating the form.
How to Create & Share a User-Specific Form:
Create the form and enable the “Require Subject” option.
Go to Reporting (bottom left) and select Forms.
Select the Form Links Report.
Use the Forms Filter to find your newly created form.
Click Generate Report – this creates a unique link for each user.
Share this link with anyone who needs to submit a response for that user via Notes, Email, or any other convenient method.
🚨 Heads up: anyone that has this link is able to use it. Do not share this link outside of intended responders.
Pros:
✔ Responses are automatically saved to user profiles.
✔ Easy tracking – You can quickly review and export responses for a specific user.
Cons:
✖ Each user gets a different link, so it requires sending individualized messages.
Which Method Should You Choose?
Option 1 if you have a form with generalized information and need a quick, shareable link without tracking user-specific responses.
Option 2 if you have a form intended for a specific user and need each response to be linked to a user's profile for reporting.