We're excited to announce a powerful new sharing capability that many of you have asked for: the ability to share a form built in a specific team with everyone in your organisation.
The Old Way vs. The New Way
Historically, Team Forms offered two main sharing options: limiting access to "Team Members" or opening it up to "Anyone with the link." This meant that to share a form with your entire company, you often had to create and manage an "organisation-wide" team, which could be cumbersome.
With today's update, we've streamlined this process. You can now build a form within your departmental team (e.g., HR, IT, or Marketing) and seamlessly share it across the whole organisation without needing extra teams.
How to Share a Form with Your Organisation
Getting started is simple. Just follow these steps:
Navigate to the builder screen for the form you want to share. Click the "..." menu in the top right and select Permissions.
In the permissions dialogue, you can now share the form with a special SharePoint group. Start typing and select "Everyone except external users". This will grant access to every internal user in your organisation's directory.
Pro-Tip: Ensure Response Confidentiality
When sharing a form with such a wide audience, it's often best practice to make the responses confidential. Before sharing the link, we highly recommend enabling the "Restrict users from accessing each other's responses" option within the permissions settings. This ensures that users can only see their own submissions.
We believe this update will unlock new possibilities for business-critical processes like Incident Reporting, Purchase Requisitions, Safety Audits, and IT Service Requests, and much more. It's all about making it easier to connect and gather information from the right people, with less administrative overhead.
As always, we love hearing your feedback! Let us know what you think of this new feature.
Happy form-building!