Turn on Restrict Access on the form and pick the roles that should still see everything. From then on, a team member whose role is not on that list only sees the responses they submitted themselves, and the same rule hides the PDF documents those responses created. Account owners always keep full access. Restrict Access controls who can read responses. It does not stop anyone filling the form in, and it does not hide the form itself from the Forms library.
Participants are labelled Clients, Students, Residents or Explorers depending on the account type. This article calls them participants.
Who can do this, and where
The setting lives in the Equip web app, on the Edit Form page under Preferences.
You need the Forms module set to Administrator on your role, or you need to be an account owner.
The setting is not available on umbrella accounts. An umbrella account controls access by choosing which sub-accounts a form is shared with instead.
Forms is turned on for your account by the Equip team. If you do not see Forms in the left menu, ask us to enable it.
Steps
Click Forms in the left navigation and open the form.
Click the three-dot menu and choose Edit Form.
Open Preferences and turn on Restrict Access. Its helper text reads "Limit which roles can view this form's responses."
A Roles picker appears below it. Choose every role that should be able to read all responses to this form. Leaving it empty is a valid choice and means only account owners can.
Click Update Form.
On a large screen, the form's page now shows an Access Restrictions panel listing those roles, with the note "These roles can view all responses. Others only see their own." With no roles chosen it reads "Only super admins can view all responses. Others only see their own."
Who can see what
Person | What they see |
Account owners | Every response, always. Restrict Access never applies to them. |
A team member whose role is on the Roles list | Every response their role's Scope of Support already allows. |
Any other team member | Only the responses they submitted themselves. |
The responder | Their own submission, always, whatever their role. |
Participants | Unchanged. They were never able to browse a form's responses. |
The Roles picker offers every team role in the account except the owner-level ones, which already have access and so are not listed.
Limits and what the errors mean
The form stays visible. Restrict Access hides responses, not the form. Everyone who can reach the Forms module still sees the form in the library, can open it and can fill it in. That is deliberate, so a confidential form can still be collected by the people who need to collect it.
Generated documents follow the responses. A PDF created from a restricted response is hidden from the same people on the participant's Documents area. Documents that did not come from a form are unaffected.
Scope of Support still applies on top. Being on the Roles list does not widen what a role can reach. A role whose Scope of Support is Designated still only sees responses about its designated participants, plus its own submissions. Restricted still sees only responses about itself or that it submitted. Change the Scope of Support under Settings, Permissions, Custom Roles if that is the real limit.
Empty list is the tightest setting. Turning the toggle on and picking no roles leaves only account owners with full access. The picker shows the placeholder "Only super admins can access" in that state.
Turning the toggle off restores normal access immediately and clears the role list.
Notifications are not filtered. If a restricted form has response, approval or expiration subscribers who are not on the allowed list, they are still notified that a response came in. They will not be able to open it.
Umbrella accounts do not have this setting. It is hidden on the umbrella's own form editor, and an umbrella-shared form shows no Access Restrictions panel in the sub-account.
FAQ
Who always has access to a restricted form's responses?
Account owners, which the form settings refer to as super admins. Nothing on the form can take that away, which is why they are not offered in the Roles picker.
What happens if I turn on Restrict Access but do not choose any roles?
Only account owners can read the responses. Everyone else is reduced to the responses they personally submitted. This is the right setting for a genuinely confidential form.
Can people still fill out a restricted form?
Yes. Restrict Access only governs reading responses and the documents made from them. The form still appears in the library, Fill Form still works, and public links still work if the form allows external responses.
Can someone see their own response if their role is not allowed?
Yes. A responder can always open the response they submitted, along with the document it produced. That exception is built in so nobody loses their own submission.
Do the generated PDFs follow the same restrictions?
Yes. Documents created from a restricted response are hidden on the participant's Documents area from anyone whose role is not allowed, except the responder. Documents that were uploaded directly, rather than generated from a form, are not affected.
A team member is on the allowed list but still can't see most responses. Why?
Their role's Scope of Support is narrowing it. Designated only reaches responses about their designated participants, and Restricted only reaches responses about themselves. The two settings stack, so fix the Scope of Support under Settings, Permissions, Custom Roles.
Does Restrict Access hide the form from the Forms list?
No, and this surprises people. The form and its title stay visible to everyone with Forms access. If you need a form nobody but a few people even knows about, that is not something Restrict Access provides.
Will restricted subscribers still get notified about new responses?
Yes, the notification still goes out to whoever you subscribed. Clicking through will not let them read the response, so keep the subscriber list and the allowed-roles list aligned.
Related
Create a form
Why can't I find, edit or download a form response?
Viewing Form Responses
Get notified when someone submits a form
Understanding Role Terminology in Equip